Operations Manager

The Operations Manager provides technical and operational infrastructure including office management and multiple office operations in all Southland locations. This key role is responsible for high-level administrative support, and volunteer management/ onboarding for the California Southland Chapter.

Do you enjoy being a lead team member for office operations and provide support to the Executive Director? Then this role may be for you!

You will leverage your experience as a skilled operations/administrative professional to work collaboratively and provide exceptional support to both internal staff and external stakeholders.

This position is based in Los Angeles, CA and reports to the Region Vice President/Executive Director.

Responsibilities:

• Responsible for oversight of front desk operations and real estate transitions to include: maintenance, mail, shipping, ordering supplies, equipment, IT, and invoices. Manage relationships with vendors, service and vendor providers, and the landlord, ensuring that all items are invoiced and paid timely.
• Answer phones and assist with walk-in constituents.
• Prepare weekly donor letters and schedule outreach meetings or calls to various supporters on behalf of the Executive Director and Development Director.
• Assist with new employee and Board onboarding
• Work with the Development leads for each chapter to process deposits for Region 3. Process mail for the Southland Chapter.
• Contract management for offices-copiers, postal machines, leased equipment, repair/maintenance, internet providers, payment of vendors, consultants and independent contractors
• Facilities-office and maintenance budget, vendor management, repair of office space, safety and security of all offices, security of alarm system calls
• Review and improve processes and increase operation efficiencies
• Grant reporting and donor services back up
• Plan and host chapter-wide events and retreats
• Assist with the annual budgeting process.
• Provide administrative support to the Executive Director
• Communicate directly, and on behalf of the Region Vice President and Executive Staff with Board members, donors, staff, and others, on matters of significance as assigned
• Provide essential support for achieving the goals of the strategic plan for the chapter
• Manage an extremely active calendar of appointments, travel arrangements, expense reports, chapter and community meeting planning and logistics
• Handle and maintain confidential documents and correspondence
• Arrange conference calls and meeting presentations including agendas, compile documents and presentations and at times catering. Attend departmental and other meetings as necessary
• Research, prioritize, and follow up on incoming issues and concerns, including those sensitive or confidential.
• Keep Region Lead and Executive Staff well informed of upcoming commitments and responsibilities
• Manage a variety of special projects, some of which may have an organizational impact
• Prioritize conflicting needs, handle matters expeditiously, and proactively to conclusion often with deadline pressures.
• Fiscal responsibility/Budget and Finance: work with the finance team, timely invoice payments, accounts receivable of operations, manage budget, support of WorkDay expense reporting
• Fiscal mgmt/Budget and Finance: finance team, payments, accounts receivable of operations, manage budget, support of WorkDay expense reporting
• Region-wide logistical and Home Office coordination/support- regional meetings, IT, legal, HR
• Emergency preparedness and compliance- procedures current, lead annual compliance training evacuation and emergency preparedness
• Operational policy- improve, analyze, and update policies and procedures to enhance efficiency
• Manage special projects as requested including providing administrative support for the annual Board/Staff Retreat, donor parlors, research events, and the Southern California Research Conference
• Serve as the Executive Director's administrative liaison to the Board of Directors
• Leadership Board-strategic communications regionally executives, volunteers and partners, leadership development, board partnership, committee, and event logistics leadership, meeting facilitation and support
• Maintain discretion and confidentiality in relationships with all Board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Manage and onboard volunteers for the Southland Chapter to include: overall, onboarding, database management, volunteer inquiries, screenings, training calendars and necessary documentation.
• Super-user for the chapter's Personify and Program Volunteer Community (PVC) databases. Able to pull mailing lists and reports as needed for the chapter.
• Manage annual chapter-wide volunteer recognition event.
• Assist the Development Team with event day volunteer recruitment and support.
• Provide administrative and coordination support when needed for communications projects including updating the website, organizing and coordinating information for e-newsletters and sharing monthly Care and Support education calendar with constituents and community partners.
• This job description is not all-inclusive

Qualifications:

• Associate's degree or equivalent experience required.
• Two years or more of experience as an administrative assistant, office manager, or similar is required.

Knowledge, Skills and Abilities:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks and competing demands seamlessly with excellent attention to detail
• Superior business, written, and oral communication skills with the ability to articulate and relay complex issues in a user-friendly manner
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Proven ability to handle confidential information with discretion
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Ability to work independently and only under general supervision
• Original and independent thinking in creating efficiency of methods, procedures, or ideas.
• Foster a positive relationship between the chapter and volunteers.
• Ability to write, create reports and compose correspondence for executive signature
• Ability to work in diverse communities and demonstrate inclusion
• Ability to occasionally lift 20 lbs.
• Ability to travel occasionally throughout the Regional territory
• Ability to drive to run errands, purchase supplies, pick up orders, etc.
• Must possess a valid driver's license, access to a reliable vehicle, clean driving record, and proof of automobile insurance
• Proactive work ethic and drive to meet goals
• Work effectively with volunteers, staff, external contacts, and diverse populations.

Title: Operations Manager

Position Location: Los Angeles, CA

Full-time: exempt, eligible for benefits

Position Grade: 306; $68,500 - $74,000 annual salary

Reports To: Regional VP

Who We Are:

The Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

At the Alzheimer's Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer's and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer's, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer's and dementia.

The Alzheimer's Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long-term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.

Full-time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

Qualified Applicants with arrest or conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act at the Alzheimer's Association.

The Alzheimer's Association will conduct an individualized assessment of the material job duties of this job include working with vulnerable communities which the employer may reasonably believe that Criminal History may have a direct, adverse and negative relationship for the safety of the community.

The background check will include searches for: social security person search, public reports, county & federal criminal reports, multi-jurisdictional, sex offender database, NSOPW national sex offender, education, employment history, motor vehicle or driving history, and reference checks.