Description
The Operations Manager (OM) is responsible for the direct or indirect oversight and coordination of all operational functions in the Bay Area (San Jose and Oakland) grouping, resulting in a well-functioning, compliant operational environment.
Safety & Security:
- Oversee regional safety and security matters
- Implement and maintain all office safety and security documentation
- Organize all-staff safety and security meetings at office or program site
- Ensure that a minimum of one emergency evacuation is exercised at office or program site level per year and other appropriate trainings informed by Security Risk Assessment findings
- Cascade HQ and/or office security warnings and advisories to staff, interns, and volunteers as needed
- Report all safety and security incidents involving covered persons in accordance with established protocols
- Coordinate immediate incident management including filing police reports
- Build and maintain strong relationships with other safety and security actors or stakeholders
- Assist in the development of office-specific safety and security onboarding materials
Supply Chain:
- Serve as the region's primary focal point for procurement, asset and inventory management, in-kind donations tracking and reporting, vehicle fleet management and transportation, and warehousing
- Lead the bidding process, including request for quotation process, request for proposal process, tender evaluation, and facilitating procurement committee functioning
- Manage relationships with suppliers and vendors
- Maintain up-to-date supplier and service provider records
- Maintain asset register and inventory lists of purchased and donated items
- Establish and manage inventory control for office supplies, stationery, and other consumables
- Support program teams in meeting their match goals
- Ensure policy compliance for the fleet of IRC-owned vehicles and oversee their maintenance and usage
Facilities Management:
- Manage the region's office and equipment leases, coordinate repairs and improvements with property managers, and lead the procurement of office equipment
- Coordinate the allocation of workspaces and support related employee lifecycle needs such as building access
- Support smooth functioning of office infrastructure including communications equipment and services
- Assist with planning and coordinating office events and meetings
- Responsible for coordinating on- and off-site storage needs
Information Technology:
- Oversee grouping IT and communications infrastructure, hardware and software matters
- Educate staff about IT support resources, including appropriate channels for incident reporting
- Work with regional and HQ IT team to address any internet or telecommunications service disruptions
- Escalate any unresolved incidents or larger-scale IT projects as needed
- Ensure compliance with IT protocols, policies, and procedures
Other Duties:
- Provide mentorship and supervision to Operations staff
- Approve Integra vendor creations and invoice journals
- Coordinate with the Finance Director to manage administrative expenses and reports
- Other duties as assigned
Requirements:
- Undergraduate degree in business, non-profit management, public administration, or others related field preferred
- At least five years of related professional experience; preferably with refugee services and in a non-profit or social service environment
- Experience supervising staff preferred
- Demonstrated ability to work with deadlines and lead multiple priorities in a fast-paced environment
- Good interpersonal communication skills and ability to effectively work in a multi-cultural work environment
- Knowledge of state and federal donor compliance regulations is a strong plus
- Fluency in English, written and spoken