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. 

• 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 run the day-to-day operations for the building and is responsible for other operational functions including purchasing, credit card management and oversight, some banking functions, general administrative support 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, external vendors, and property management. We are seeking a person who could also bring other skill sets or experience to contribute to other roles including general HR.

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 (55%)

• Staff the admin office 2-3 days per week

• Assist program staff with meeting support and hiring processes, including initial onboarding of new staff and other general HR activities
• Develop and implement standard operating procedures (SOPs) (e.g. purchasing processes and similar)

• General admin tasks such as mailings, responding to inquiries 

• Develop and manage yearly Operation’s budget

• Find ways to increase quality of customer service

• Other general admin tasks as needed

Facilities Management (20%)

• Manage the building and internal facilities 

• Monitor and manage scheduled maintenance of leased vehicles, fire and building alarms, HVAC system, refrigerators/freezers and other internal property needs

• Monitor the facilities communicate with property owners on building maintenance needs

• Track and renew vehicle and equipment leases

• Manage facility utilities and vendors including PG&E, waste management and recycling, security system, and some insurance coverage

• In coordination with IT staff, manage building security system and manage staff entry keys

• In coordination with IT staff, manage inventory of organizational furniture, IT resources, and some program equipment

• This role does require being on call in case of building emergencies

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

• A minimum of 15 years of progressive experience in office administration OR Associate’s degree plus a minimum of 13 years of progressive experience in office administration OR Bachelor’s degree plus a minimum of 11 years of progressive experience in office administration

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

Preferred Skills

• Interest in working in a mission-driven environmental science non-profit

• Some management experience preferred

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.