Administrative and Operations Services Manager
Location: Richmond, California
Program: Operations
Type: Full-time
Experience Level: Senior level
Position Type: Permanent
Salary: $95,000 to $105,000. See details below.
- First review of applications: May 17, 2024
Application closing date: Open until filled
Position Description
SFEI is looking for an experienced Administrative and Operations Services Manager to join the Operations team. The Admin Services Manager will manage the day-to-day operations and is responsible for general administrative support, human resources support, credit card management and oversight, purchasing, some limited banking functions, and supervision of one administrative staff person. We are looking for someone with a strong customer service mindset who likes to problem solve and enjoys setting up and running systems. The candidate should have strong organizational skills, a team oriented approach, ability to multitask, ability to track and see tasks through to completion, and the ability to communicate with program staff and external vendors. We are seeking a person who could also support our growing development team..
The Administrative and Operations Services Manager will be part of a broader Operations team who manage accounting, contracts, organizational management, human resources, information technology, and financial management.
A background check will be required for the successful candidate.
Primary position responsibilities will include:
General Admin (40%)
Staff the admin office 2-3 days per week
Develop and manage yearly Operation’s budget
Manage 403b compliance and reporting
Develop and implement standard operating procedures (SOPs) (e.g. purchasing processes and similar)
In coordination with IT staff, manage inventory of organizational furniture, IT resources, and some program equipment
Assist program staff with meeting support
General admin tasks such as mailings, responding to inquiries
Manage some insurance coverage
Manage office seating assignments in coordination with program staff
Find ways to increase quality of customer service
Manage one administrative support staff
Other general admin tasks as needed
Human Resources (35%)
Support hiring activities
Manage employee onboarding and offboarding processes
Manage leaves of absence requests
Keep current with Trinet updates on labor laws affecting staff in various states and update employee manual as needed
Update employee files
Manage and track annual staff evaluations
Monitor and track required staff training (e.g. harassment prevention training)
Monitor and maintain labor law posters on line and in the facility
Other human resources tasks as needed
Purchasing (20%)
Monitor and manage credit card system for admin and program staff on a daily basis
Purchase office supplies, computer hardware, and other program related equipment
Reconcile admin credit cards and ensure all credit card users submit receipts and input billing codes in accounting system on a monthly basis
In coordination with the Senior Accountant, establish and implement a fraud prevention program for credit cards
Track and monitor capital assets
Banking (5%)
Process checks delivered via US mail and make check deposits
Monitor primary bank account for fraud
Release bank wires on an as needed basis
Co-sign checks on an as needed basis
Administer background checks on an as needed basis
If you are excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this, or one of our other roles.
Qualifications
Required Experience
Required Skills
Experience in customer service in a multi team, dynamic work environment
Strong organizational skills
Ability to manage and prioritize a variety of detail-oriented tasks successfully
Must be a self-starter and able to proactively anticipate next steps
Excellent interpersonal and communication skills
Ability to work independently with limited supervision
- Sensitivity to confidentiality
Preferred Skills
Salary & Benefits Highlights
This will be an Admin Services Manager position. The anticipated Bay Area salary range is $95,000-$105,000 for this position (remote employment not possible for this position). Salary ranges take into account many factors for making compensation decisions including but not limited to experience, education, internal equity, and organizational needs. We generally do not offer starting salaries at or near the top of the range.
Matching contributions to retirement plan (immediate vesting) (403B)
Medical Insurance: health, vision, dental with employer and employee contributions
12 paid holidays
Vacation days starting at 3 weeks
Hybrid days possible but primary position is on site in Richmond CA
About the Program
Operations forms the backbone of the organization. The main purpose of the program is to provide a rewarding professional experience for all staff members, to help technical and scientific staff maximize their effectiveness, and to enable our collaborators and partners to join us in achieving common goals. The Operations team supports an internal system of performance measurement and management, while helping to foster a collegial culture of accountability. We also ensure that appropriate resources are in place and applied for the most efficient and effective delivery of the Institute’s scientific and technical products and services. In short, the Operations team helps to make the Institute a great place to work with a solid financial, administrative, and professional foundation.
About SFEI
San Francisco Estuary Institute (SFEI) is a 501(c)(3) non-profit organization which has a 25-year track record of providing robust and innovative science to decision-makers, policy-makers, practitioners, and community members to measurably improve the health and resiliency of Bay-Delta ecosystems. As a boundary organization, SFEI operates at the interface between science and policy, recognized nationally for our ability to build consensus to support effective environmental decision-making and policy. Our mission is to deliver visionary science that empowers people to revitalize nature in our communities.
SFEI employs an interdisciplinary staff of more than 70. Our operations and IT staff are the backbone of our organization and keep everything running smoothly. SFEI has three major programs: Clean Water, Environmental Informatics, and Resilient Landscapes. Our program staff represent numerous scientific and technological fields, including chemistry, modeling, ecology, wildlife biology, landscape planning, historical ecology, geomorphology, geospatial analysis, and web development.
For more information on our mission, values, programs, and staff, visit the San Francisco Estuary Institute website.
Equal Opportunity & Affirmative Action Employer
At SFEI, we celebrate the diversity of our staff and the places we serve, and recognize the value and strength of diversity. We are committed to growing together and creating a more diverse and inclusive workplace. In 2022, SFEI developed and adopted mission and vision statements for DEIJ within and beyond our organization. We also created an action plan which is currently underway. We strongly encourage applications from women-identified people, people of color, and people with other identities commonly under-represented in environmental science. We invite you to share what you like about your professional experience as well as about yourself personally.
San Francisco Estuary Institute is proud to be an Equal Opportunity/Affirmative Action employer. We are committed to providing employees with a work environment free of discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, including sexual orientation, gender identity or expression, national origin, physical or mental disability, family or parental status, protected Veteran status, or any other characteristic protected by applicable federal, state, or local law.
Accommodations Statement
If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our website or application portal as a result of your disability. To request an accommodation, contact us at 510-746-7355 or admin@sfei.org.
Please note that SFEI cannot sponsor an employment visa (e.g., H-1B) to fill this position.
In the spirit of a fair hiring process, no phone calls or emails please.