Friends of the Children – SF Bay Area (Friends-SF) is dedicated to breaking the cycle of generational poverty through salaried, professional mentorship for youth who are facing the greatest obstacles.

Friends-SF is one of 30 chapters of the National organization Friends of the Children, headquartered in Portland, Oregon. Friends-SF was founded in 2016 to improve long-term outcomes for youth experiencing the effects of adverse childhood experiences (ACEs) and complex trauma including the immense barriers created by systemic racism and generational poverty. We use a research-validated risk assessment tool to identify children ages 4-6 with the fewest protective factors and most significant risk factors, then pair them with a paid, professional mentor to provide consistent, trauma-informed relational support through high school graduation, 12+ years no matter what!

Basic Function / Position Objective:

The Director of Operations leads the overall Operations strategy of the organization, in the areas of HR, Finance and Facilities, ensuring the organization is well managed and operates efficiently and effectively. The Director of Operations supervises and works in partnership with the Assistant Director of Operations.

Essential Functions and Responsibilities:

Human Resources [35%]

• Ensure that the HR function of the organization is following acceptable principles, CA labor laws, and sound nonprofit management principles and that federal, state, and local legal requirements are followed.
• Oversee the recruiting, hiring, orientation, evaluation, and firing process for staff, independent contractors, and temporary employees.
• Implement staff training and development, staff recognition, records management, safety and health awareness, succession planning, employee retention strategies.
• Oversee employee benefits programs and make recommendations for changes.
• Improve manager and employee performance by identifying and clarifying problems, evaluate potential solutions, implement solutions, coach and counsel managers and employees.
• Ensure annual review of salary ranges for all positions and make range recommendations to the Executive Director and Board of Directors for salary and benefit package changes that are financially sustainable and competitive.
• Maintain and ensure implementation of Employee Policies Manual and office procedures. Provide orientation to policies and procedures to new employees and supervisors. Ensure that personnel policies are followed.
• Maintain Job Descriptions, and contractor templates.
• Ensure all background checks are completed and personnel records are properly kept.
• Other duties as assigned.

Financial Management & Accounting [25%]

• Develop the annual operating budget and consult with Executive Director on the fiscal aspects of program planning, salary recommendations, and other administrative actions. Analyze and review the multiple department budgets and expenditures.
• Manage cash flow: prepare cash flow reports, including YTD actuals and projections, and communicate status to Executive Director regularly.
• Prepare reports which summarize and forecast activity and financial position in areas of income and expenses based on past, present, and expected operations.
• Identify financial risks related to organization and make recommendations for management of risk to Executive Director and Board of Directors.
• Work with National and as necessary, create or change, implement, and enforce accounting policies and procedures as required to maintain the financial health of the organization. Present recommendations to Executive Director and Finance Committee.
• Ensure an accurate and timely monthly, quarterly and year end close.
• Ensure monthly financial statements are prepared accurately.
• Oversee monthly expense reconciliations (including bank and credit card reconciliation and staff reimbursements.
• Ensure employee expense reports are submitted in a timely and accurate manner.
• Ensure that bookkeeping tasks (AR and AP) are completed in a timely and accurate manner.
• Prepare year-end audit schedules for CPA-Auditors and coordinate with other internal and external auditors in completing audits.
• Maintain relationships with banks and brokerage services. Ensure proper bank record keeping, board and staff member signatures, and resolutions needed for bank accounts.
• Other duties as assigned.

Facilities & Fleet Management (15%)

• Responsible for oversite of day-to-day facilities management, interfacing with building maintenance vendors and contractors to resolve issues in a timely way.
• Communicate with the landlord about safety issues and space concerns.
• Work in partnership with Programming and Dev/Comm regarding facility expansions or updates.
• Oversee company leased and owned vehicle fleet and support staff as needed with maintenance, reporting and troubleshooting.

Board Management [10%]

• Serve as primary liaison to the Board of Directors on internal affairs of the organization.
• Support Board Officers and Committees through scheduling meetings, researching issues, drafting policies, and preparing other documentation as needed.

Administration [10%]

• Review and renew insurance policies (liability, property, Directors and Officers, etc.)
• Approve or reject proposal and/or recommendations of vendors, contracts, letters of agreements, and other legal documents.
• Identify best practices in nonprofit management and improve administrative and operational systems with an eye toward future needs and budget realities.
• Develop and maintain office procedures.
• Complete and maintain official registrations and contracts.
• Maintain organizational records and inventory of key documents.

IT [5%]

Oversee and support smooth IT function.

• Monitor IT firm’s work, negotiate IT firm contract.
• Initiate new ideas for systems that could increase efficiencies and enhance the use of technology within the organization.
• Lead the effort toward continuous improvement to the organization’s computer software systems, and electronic file sharing and file management systems.

Required Experience, Skills, Education, and Knowledge:

• A minimum of seven years of Executive Management experience, leading the human resources, finance/accounting, and operations functions of a similar sized (30+ FTEs) or larger organization.
• Proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, Teams and Outlook; familiarity with database management software.
• Demonstrated success in process and systems improvement in all areas of Operations.
• Exceptional customer service and interpersonal communication skills, and experience working with diverse constituencies.
• Excellent written communication skills and attention to detail and accuracy.
• Highly organized and dependable; ability to work independently and maintain composure under pressure.
• Ability to prioritize work and adapt to shifting demands and work situations, meet deadlines; maintain regular communication with supervisor regarding work plans, and proactively seek guidance regarding priorities and timelines.
• Ability to maintain confidentiality, use good judgment, and follow procedures.
• Ability to travel locally and adapt schedule to meet the organization’s needs (i.e., some evenings and an occasional weekend), including some development and programming events.

Preferred Experience, Skills, Education, and Knowledge:

• Experience working in nonprofit organizations.
• Basic knowledge of fundraising and events.
• Shared document management experience preferred using SharePoint and Teams.
• Experience working with underserved children and families and communities of color.
• Shared document management experience preferred using SharePoint and Teams.

Additional Requirements:

• Must pass pre-employment drug screening
• Must pass fingerprint and background checks
• Must have valid driver's license and safe driving record

Benefits:

Benefits include full medical, dental and vision coverage, including dependent care, 401(k) matching plan, basic life insurance and long-term disability insurance; 3 weeks of paid vacation and 2 weeks of paid sick leave per year; and generous allowances for mileage and cell phone.

To Apply:

A resume and cover letter are required for consideration. Please use your cover letter to outline how your skills, interests and experience make you a strong fit.

Equal Opportunity Employer

Friends of the Children - SF Bay Area is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends - SF provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely based on their qualifications for the job to be filled.

Job Type: Full-time

Pay: $85,000.00 - $95,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• San Francisco, CA 94124: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in San Francisco, CA 94124

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