Now Hiring: Operations Director
Posted March 29, 2021
Bike East Bay promotes healthy, sustainable communities by making bicycling safe, fun and accessible. We’re seeking an Operations Director to join our management team and lead on financial and human resources to ensure the smooth functioning of the organization. The ideal candidate is passionate about building efficient operations, equitable internal structures, and caring workplaces.
This position has leadership responsibility for finance, human resources, office and facilities management, contract management, compliance, and risk management. The Operations Director reports to the Executive Director and acts as a lead thought-partner in organizational strategy and operations planning. This position supervises director-level program staff and operations staff, oversees staff-wide planning processes, and collaborates across the Bike East Bay team.
This is a full-time, exempt position based out of our offices located in Oakland, CA. Employees are expected to work remotely through the coronavirus pandemic, with occasional in-office or on-location essential work duties requiring interaction with Bike East Bay staff or members of the public.
- Lead annual budgeting process (for an approximately $1M organization), soliciting input from all departments and review by the Board of Directors’ Finance Committee. Track income and spending against the budget throughout the year, reporting out variances and making recommendations as needed.
- Prepare timely and accurate monthly financial reports for senior staff and board of directors.
- Ensure that all financial records are maintained in accordance with Generally Accepted Accounting Principles (GAAP).
- Collaborate with Development and Membership staff to ensure accuracy and consistency between Quickbooks and the donations database.
- Lead annual tax preparation; ensure that all government tax forms and other required documents are filled accurately and on time.
- Document internal procedures and maintain an up-to-date Financial Policies and Procedures Manual.
- Contracts Administration: Work with Program and Membership staff to plan and execute a growing number of government and private contracts. Maintain year-to-date financial reporting, process timely payments to subcontractors, and ensure compliance with contracts’ financial and insurance requirements.
- Sponsored Project Administration: Serve as lead administrative contact for Bike East Bay’s 5 sponsored projects (approximately $50K budget total). Alongside Administrative Manager, maintain sponsored project bookkeeping records and Quickbooks system, grant tracking, and create financial reports.
- Insurance: Communicate with insurance brokers for the organization’s coverage needs as dictated by contracts, events, and general coverage. Lead organizational risk management and documentation.
- Oversee employee hiring, onboarding, orientation, grievance, and termination processes, HR policies and procedures, and maintain compliance. Oversee annual staff work-planning and performance review process.
- Oversee staff learning and professional development, including training in supervision, coaching, evaluation and work planning skills.
- Supervise payroll process twice per month, ensuring accuracy and timeliness; cross-train administrative staff on payroll processing as appropriate.
- Ensure that all policies, procedures and benefits are communicated to and understood by current and new employees. Empower staff to utilize full benefits.
- Lead initiatives to survey staff and implement changes to increase staff satisfaction.
Office Management and Information Technology (IT)
- Administer and maintain office technology and operational systems, including phones, internet, Google Suite, computing software and hardware, Quickbooks, payroll and time tracking software, CRM database; implement improvements to increase functionality and efficiency.
- Oversee staff technology training and support.
- Maintain overall office functionality and appearance; spearhead all-staff cleanup days; interface with building management for facilities needs
Physical Demands: Needs to be able to operate a computer for most of the working hours. Needs to be able to move about the office to access file cabinets and operate office machinery.
Work Hours: Full-time, Monday to Friday. Position will entail work on approximately two weekday evenings per month and occasionally on weekends. Flextime options are available.
Strong candidates will possess as many of the following qualifications as possible:
- 5 years in positions of increasing responsibility relative to finance and human resources; coursework in business or non-profit management and executive or senior management experience is a plus.
- Experience developing and managing budgets in excess of $1 million.
- Demonstrated knowledge of GAAP, nonprofit accounting principles, and practices for small to mid-sized nonprofits. Prior experience with accounting software is required.
- Demonstrated experience in people and project management, including a track record of holding teams accountable for achieving desired results.
- Demonstrated success in building appropriate systems and processes that help organizations grow.
- Excellent oral, written and interpersonal communication skills.
- Excellent computer skills, including Google Apps suite and Microsoft Office suite, especially working with spreadsheets. Experience with Quickbooks is preferred. Prior experience with managing constituent relationship management (CRM) databases is a plus.
- Familiarity with Bike East Bay’s work to build bike-friendly cities and a more just and equitable transportation system.
- Commitment to transportation equity, social justice and racial justice.
Compensation & Benefits:
The salary range for this full-time, exempt position is $70,000-$85,000, depending on depth of experience. Bike East Bay provides a competitive benefits package including health and dental plans, match to retirement contributions, paid time off and holidays.
Bike East Bay is proud of our passionate, positive, and supportive workplace. We care deeply about each other as co-workers and as full people. Transportation justice is an essential part of our work as bicycle advocates and we are committed to working for equity and social justice. By sharing leadership, supporting each other through challenges, and loudly celebrating our successes, we are stronger as individuals, as an organization, and as a community.
Interested applicants should submit a cover letter and resume to Bike East Bay Executive Director at Ginger@BikeEastBay.org. Please include “Operations Director” and your name in the subject line. No phone calls please. Applications will be accepted until the position is filled.
Bike East Bay is committed to providing equal employment opportunity for all persons regardless of race, color, religion, national origin, marital status, political affiliation, sexual orientation or gender identity, disability, sex, or age.