Lead Operations Strategist

2 weeks ago

Oakland, California, United States Impact Justice Full time
Job Overview

The Lead Operations Strategist plays a pivotal role in managing and synchronizing the administrative frameworks, systems, and operational workflows throughout the organization. This position is essential for ensuring the seamless execution of operational tasks across various departments; overseeing administrative personnel, facility management, and budgetary allocations; and guaranteeing adherence to operational protocols and standards.

Who You Are

You are a meticulous and experienced administrator with a strong commitment to establishing the necessary frameworks to propel an organization forward. You are adept at addressing facility-related challenges one moment and innovating processes the next. You recognize the significance of compliance and effective resource management. You excel at problem-solving and managing daily operations across a diverse array of tasks. Your robust technical, analytical, and interpersonal communication abilities equip you to thrive in a growing and dynamic non-profit environment. This role demands a highly organized and detail-oriented individual with exceptional leadership and problem-solving capabilities to efficiently manage and optimize administrative operations across the organization.

Key Responsibilities

Reporting to the Vice President of People & Operations, your primary responsibilities will include:

  • Administrative Systems: You will:
    • Facilitate operational processes, systems, and tools across the organization to boost productivity, scalability, and overall effectiveness.
    • Establish and manage recordkeeping and documentation protocols, along with data retention policies.
    • Oversee visitor, phone call, and correspondence management.
    • Assist in identifying and implementing enterprise-level tools in collaboration with the IT Manager.
    • Support the development of systems/processes that monitor status, resource allocations, and other indicators across organizational initiatives and projects.
  • Facilities and Space Planning: You will:
    • Oversee facilities and space planning, managing office setup and maintenance activities.
    • Ensure safety protocols are established and provide staff training on emergency response procedures.
    • Collaborate with the Property Manager and operations associate to manage leasing and facility maintenance.
  • Infrastructure Budget Management: You will:
    • Administer infrastructure budgets, including vendor management from procurement to invoice approval.
    • Oversee purchasing and authorize operations contracts.
    • Plan for functional needs and ensure cost-effective resource allocation.
  • Compliance and Operational Procedures: You will:
    • Ensure adherence to operational procedures and requirements set internally and by funding sources.
    • Authorize expenses for operations team members and senior staff, ensuring compliance with coding and requirements.
    • Supervise managers' timekeeping approvals, reviewing for proper coding and compliance.
  • Business Operations Management: You will:
    • Oversee daily business operations, ensuring systems are active and functioning.
    • Support the organization's initiatives to leverage capacity-building and business development opportunities.
    • Assist in risk management activities, collaborating with brokers and legal on insurance coverage. Ensure systems, coverage, and practices comply with contractual obligations.
    • Verify that all business registrations are current and that related reporting requirements are met.
Qualifications

Successful candidates typically possess:

  • A minimum of 4 years of professional training/education and/or closely related experience in business administration, public administration, or a related field.
  • At least 6 years of experience in progressively responsible roles requiring advanced communication skills, project planning including budgeting, timeline development, delegation, and coordination of work.
  • A minimum of 3 years of experience in people management.
Required Skills
  • Exceptional organizational and management abilities.
  • Strong attention to detail and advanced analytical skills.
  • Knowledge of operational best practices, compliance requirements, and risk management.
  • Ability to multitask, prioritize, and manage multiple projects concurrently.
  • Excellent communication and interpersonal skills.
  • Proficiency in Google Workspace and familiarity with enterprise-level tools and systems.
  • Commitment to the mission and values of the organization.
Preferred Skills
  • Experience in non-profit administration.
  • Background in facilities management and leasing.
  • Experience in budget tracking and procurement.

This position offers a competitive salary and a comprehensive benefits package, including medical, dental, and FSA plans, significant vacation and wellness leave, and immediate vesting in a 401K with a generous match.

We welcome candidates who are excited about the opportunity to contribute to our mission and values.

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