Job Description

An organization in the Sacramento area that focuses on dismantling the systemic forces that endanger the health of people of color, confronting the urgent crises born at the intersection of racial, social, and environmental injustice, is looking for an Office and Operations Manager to join our organization to lead and oversee general office administration and operations. The Office Manager and Operations Manager will oversee the administrative and operational functions of the organization, ensuring smooth, efficient, and mission-aligned daily operations. This role requires a detail-oriented, organized, and proactive individual who can effectively manage resources, support staff, and programs, and contribute to creating a workplace environment that reflects the organization’s values of equity, collaboration, and excellence.

Reporting to the Executive Director, the Office and Operations Manager will be responsible for the operational success of the organization.

KEY RESPONSIBILITIES:

Office Operations

• Oversee day-to-day office operations for both virtual and in-person environments, ensuring workflows are efficient and aligned with organizational priorities.
• Manage office supplies, technology tools, and equipment, and coordinate with vendors and service providers.
• Maintain a clean, organized, and culturally welcoming workspace that fosters collaboration and well-being.
• Identify, recommend, utilize innovative programs/projects, and grant management, as well as databases and software tools.

Financial and Accounting Administration

• Manage obligations to suppliers, customers, and third-party vendors
• Process bank deposits in a timely manner
• Support reconciliation of monthly financial statements
• Prepare, send, and store invoices
• Contact vendors/partners and send reminders to ensure timely payments
• Support the submission of tax forms
• Work with the accounting team to identify and address discrepancies
• Report on the status of accounts payable and receivable in Bill.com to management and accounting staff
• Update internal accounting databases and spreadsheets
• Monitor and track office-related budgets and expenses to ensure alignment with grant requirements and fiscal policies.
• Process invoices, expense reports, and payments in coordination with the organization’s finance team.

Staff Support and Coordination

• Support onboarding and training for new hires, ensuring they are introduced to CBHN’s mission, culture, and operational systems.
• Serve as a central point of contact for operational needs, helping staff troubleshoot challenges and access necessary resources.

Administrative Support

• Provide comprehensive administrative assistance to the organization. staff, including managing the organizational and board calendar of events, handling incoming and outgoing correspondence, and maintaining accurate organizational records.
• Support the Executive Director and leadership team in preparing presentations, reports, and meeting materials for stakeholders, funders, and community partners.
• Maintain office services by organizing office operations and procedures, managing and controlling correspondence, and filing systems.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Supports the design and implementation of office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
• Supports the recruitment, selection, and orientation of office staff and new hires.

Communication and Stakeholder Coordination

• Act as the primary liaison for office and administrative inquiries, ensuring timely and professional communication with internal staff, board members, community partners, and vendors.
• Coordinate logistics for meetings, trainings, and events, both virtual and in-person, that advance our advocacy, education, and community engagement work.

Policy and Procedure Implementation

• Develop, implement, and maintain office policies, procedures, and systems that reflect nonprofit best practices and the organization’s values of accountability, transparency, and equity.
• Ensure compliance with workplace safety regulations and nonprofit operational guidelines.
• Could you ensure that reporting systems are utilized to manage program reporting and communications?

REQUIRED QUALIFICATIONS AND SKILLS:

• Bachelor’s degree preferred with a minimum of 4 years’ work experience , which may include work performed while achieving a degree, such as internships or summer work.
• Detail-oriented, strong organizational and time-management skills ; able to manage multiple priorities in a fast-paced environment.
• Some experience with accounting or bookkeeping and familiarity with tools like ADP, Bill.com, or similar software.
• Excellent written and verbal communication skills, with a culturally responsive and inclusive approach to communication.
• Strong problem-solving and decision-making skills, with the ability to adapt to evolving circumstances and anticipate needs.
• Must be proficient in Microsoft Office Suite (Excel, PowerPoint, Teams, Mail merges, Outlook, and cloud-based collaboration tools (e.g., Google Workspace, Zoom, project management platforms), project and grant management tools.
• Experience in nonprofit administration and familiarity with grant-related budget tracking preferred.
• Commitment to the organization’s mission and values, with cultural competency in working with and for Black communities.
• Having the ability to take initiative and be self-sufficient means being able to work independently without supervision.

Preferred Qualifications:

• Quick learner with the ability to learn new technologies, experience with Bill.com, and ADP will put you at the top of the list.
• Leadership experience, including the ability to motivate and support staff, preferred.
• Possesses drive, initiative, and a strong desire to succeed
• Passionate about health equity and the organization’s mission, programs, and relevant public policy issues.
• Experience with a track record in working with and/or leading grants and strategic initiatives.

Physical Requirements:

• Work is primarily sedentary, with some light physical activity.
• Must be able to exert or lift up to 20 pounds of force occasionally.
• Travel may be necessary up to 10%.
• Skilled operation of a computer, copier, and telephone is required.
• In office, possibly hybrid

Work Environment

• Report to the Executive Director on a regular basis through scheduled meetings
• Participate in regular staff and partner meetings.
• Occasional travel within the state may be required.

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