Description

THE OPPORTUNITY

The Operations Administrator is a member of Community Vision’s Operations team, embracing systems-thinking, innovation, and practical solutions as a critical partner in advancing the mission of the organization. This role reports to the Vice President of Operations & General Counsel and collaborates closely with the Human Resources Manager, Compliance Manager and Senior Salesforce Administrator/Business Analyst. The Operations Administrator will have strong organizational skills, technology proficiency, project management leadership, and the ability to manage systems  and improve processes. The Operations Administrator broadly supports Community Vision’s operational and administrative needs, serving as a central hub for staff.

WHAT YOU WILL DO

Management of Physical & Digital Office Spaces (30%)

• Ensure our physical space continues to meet employee needs by proactively monitoring space usage and leading the coordination of improvements, equipment sourcing, office supply requests, office layout, and calendar and meeting needs.
• Develop, manage and improve internal systems and policies related to physical and digital office space, including emergency preparedness; update documentation of related policies.
• Manage existing contracts and vendor relationships and recommend new work and technology tools; coordinate and implement new and upgraded accounts as needed.
• Coordinate expense management for office-related invoices including office supplies, subscriptions, recurring services, technology hardware, branded items, staff professional development and travel expenses, including accounts receivable, accounts payable (AR/AP), database entry and bill payment through approved mechanisms.
• Collaborate with the Vice President of Finance and Vice President of Operations & General Counsel to create and comply with annual and longer-term budgets for physical and digital office needs, and vendor contracting and accounts.
  
  

Technology and IT Management (35%)

• Along with Vice President of Operations & General Counsel and in support of organizational strategy, manage IT needs of the organization.
• Serve as primary liaison to external IT consultants to maintain current IT systems and implement new projects, including attending regular status meetings, coordinating updates and improvements, and assisting with staff inquiries.
• Manage and maintain asset logs for technology equipment issued to staff and available in-office, including regular audits to assess for upgrade needs.
• Provide first-level IT support for staff, including software license and password management and basic Google Workspace administration, managing escalation to external IT consultants as needed.
• Serve as primary internal point-person for IT security notifications, initiating and project managing security protocols with the support of external IT consultants, Vice President of Operations & General Counsel and management; contribute to internal planning, strategy, training and testing to promote high-level IT security for the organization.
  

Administrative Support (30%)

Organization-Wide Administrative Support

• Process mail and packages received including scanning, filing, and distributing to relevant recipients.
• Process and deposit checks in conjunction with the Finance team.
• Serve as the initial contact for general internal and external inquiries, including managing and monitoring general email inboxes and voicemail boxes and delegating inquiries to relevant staff.
• Support the execution of internal and external events and meetings for the organization.
• Assist with procurement of program, print and promotional materials as needed.
• Oversee the management of electronic and paper files, implementing best practices and policies with regard to document retention, organization, naming, and confidentiality.
• Update and maintain the organization’s Intranet.
• Facilitate excellent cross-functional communication and teamwork for assigned tasks.

Operations Team Administrative Support

• Support the onboarding and offboarding of employees in partnership with Human Resources by coordinating cross-departmental orientation and training schedules and IT processes and training.
• With the support and guidance of Human Resources, Compliance and Legal, ensure continuous compliance by preparing and presenting required annual trainings, maintaining required workplace notices, and preparing and distributing updated policies.
• Provide administrative support for audits, exams, filings, document production, or other events as needed.
• Support with the development and improvement of written workflows and processes and procedures.
• Support Operations Team data management in Google Drive and Salesforce.
• Work closely with Operations team to support change management during infrastructure transitions.

General (5%)

• Participate in internal work groups as needed to support organizational initiatives.
• Undertake special projects as requested by the VP of Operations & General Counsel
• Develop relationships with relevant community and organizational partners.
• Engage in professional development to enhance skills and knowledge.
• Other duties as assigned.

Requirements

WHO WE ARE LOOKING FOR

Ideal qualifications

• A minimum of four to seven years of relevant and progressively responsible work experience in operations, office management, nonprofit administration, or multifunctional administrative roles.
• Understanding of office management and operations ecosystems, responsibilities, systems, and procedures.
• Comfort with technology, including account management, digital workflows and basic troubleshooting.
• Proficiency in Google Workspace (formerly G Suite), including Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and Google Calendar.
• Experience with data management, with prior experience with Keeper, Salesforce and/or ADP preferred
• Experience in vendor and contract management.
• Working knowledge of basic purchasing and expense management (AR/AP) practices.
• Strong organizational, planning, and time management skills to independently establish priorities and manage multiple assignments within deadlines.
• Experience in project management, including developing scopes of work and budgeting.
• Ability to handle confidential information with discretion and exercise good judgment, including experience working with sensitive or confidential documents.
• Excellent written and verbal communication skills; effective customer service skills and an ability to communicate and collaborate respectfully and sensitively in a diverse environment.
• Comfortable working as a cross-functional solo practitioner showing a high degree of autonomy, flexibility, responsibility, and initiative.
• Passionate about organization and detail-oriented.
• Ability to work in-person at offices in San Francisco and Oakland with regularity.
• A commitment to community centered change and social impact.

MORE ABOUT THE POSITION
The Operations Administrator is a full-time position with an hourly wage of $32 - $43 depending on experience. This position reports to the Vice President of Operations & General Counsel. 

Benefits include: comprehensive health and wellness package with 100% employer-paid insurance premiums for employees and a generous contribution towards dependent coverage; robust long-term disability and life insurance coverage; technology subsidy; valuable employer contributions to retirement savings; more than three weeks’ vacation to start (with longevity increases); access to and financial support of professional development, and a demonstrated commitment to work/life balance. 

The position requires in-office presence at least 3 days per week at Community Vision’s San Francisco office and 1-2 days per month at our Oakland office, with additional in-office presence as needed;  there is flexibility for hybrid work on the additional days. Limited travel to local/regional Bay Area events, meetings, and activities is to be expected as part of this role.

The position involves regular computer and telephone use plus some typical office organization and maintenance activities including minimal lifting. 

TO APPLY
Apply online through Community Vision’s Career Center.  Cover letters should be included and should discuss your interest in the position and in working at Community Vision. Incomplete applications without a cover letter will not be considered.  Position will remain open until filled and applications received by April 23rd will be given priority. For more information on our services, please visit our website at: communityvisionca.org.

Community Vision is an equal opportunity employer and is committed to providing applicants and employees with a diverse, equitable and inclusive environment free of discrimination and harassment. All employment decisions at Community Vision are based on business needs, job requirements and individual qualifications, without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), sexual orientation, or any other status protected by the laws or regulations where we operate. Community Vision will not tolerate discrimination or harassment based on any of these characteristics and encourages applicants with these characteristics to apply.