Position Title: Operations Manager
Reports To: Chief Financial/Operating Officer
FLSA Status: Exempt Regular Full-Time
Position Summary:
The Operations Manager is responsible for managing daily internal office operations, including office management, human resources, technology, grants and contracts management, and donor database management. The Operations Manager will provide internal leadership to organization staff while adapting to a continually evolving deadline-oriented environment and managing two administrative staff members.
Key Responsibilities:
In collaboration with the CFO/COO, lead internal day to day administration of the organization and promote open communications and strong working relationships
Ensure that a solid system of policies and procedures exist to guide day-to day operations, ensuring appropriate decision-making, and suggest improvements to CFO/COO
Maintain continuous lines of communication with staff, and keep CFO/COO informed of all organizational occurrences and/or critical issues
Supervise the organization’s administrative staff: Reception and Administrative Associate and the Administrative Travel Coordinator
Oversee contracts and grants management: develop and manage a contracts and grants management system to efficiently track and monitor current organizational contracts
Maintain relationship with IT consultant and work to strengthen overall IT infrastructure to enhance data security
Monitor, manage and improve the efficiency of all third party vendors
In collaboration with the CFO/COO, secure coverage and ensure compliance with all insurance contracts including general liability, D&O, and other professional coverage
Manage the organization’s human resources functions: responsibilities include recruitment, hiring, retention, and exiting of employees, benefits administration, leave benefits, and ensuring the organization is current and in compliance with all relevant federal, state and local laws and regulations.
Attend to a talent management strategy, including an effective performance management system, with goal-setting, assessment, and professional development
Provide coaching and mentoring as appropriate to resolve employee relations issues
Foster an open and engaging culture to build morale and support employee growth and development
Support the CFO/COO with risk management and legal activities; letters of agreement, contracts, leases; other legal documents and agreements
Develop and maintain a donor database and ensure ongoing integrity and accuracy of database
Process gifts, confirm matching gift requests and prepare, manage and mail acknowledgement letters and pledge reminders
Qualifications:
Bachelor’s Degree in relevant field or Associate’s Degree and commensurate experience required with a minimum of 5-6 years successful experience in operational management reflecting levels of increased responsibility.
Proven management leadership skills, while taking a “hands on” implementation approach when needed in a small organization
Demonstrated experience in business and organizational development, human resources, information technology, contracts and facility management
Excellent interpersonal and relationship-building skills, with ability to work on multiple projects
Excellent written and verbal communication and presentation skills
Ability to work collaboratively and effectively as part of a team, and with external consultants
Ability to thrive in a highly demanding and fast-paced environment
Ability to use considerable judgment, initiative and independence
Ability to maintain confidentiality and demonstrate qualities of integrity
Ability to work comfortably with diverse populations, with sensitivity to issues concerning HIV and all disabilities
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
How to apply
APPLICATION PROCESS
Submit résumé and a cover letter highlighting relevant past experience and why you are interested in working at Pangaea to:
Email: contact@pangaeaglobal.org Subject: Operations Manager Fax: (510) 839.0460 Attn: Natalie Otten – Operations Manager
Mail:
Attn: Natalie Otten
Pangaea Global AIDS
436 14th Street, Suite 920
Oakland, CA 94612
NO PHONE CALLS PLEASE
Due to the potential volume of responses, only candidates selected for an interview will be contacted.