Operations Manager

About the Role: The Operations Manager works to improve productivity and efficiency and manages quality standards for the Chinese Culture Foundation (CCC) inclusive of their current 750 Kearny St and 41 Ross locations and eventual occupation of 667 Grant Ave. This includes overseeing daily operations including communicating with team members, relaying important information on policy changes and implementing strategies to enhance employee productivity. This role oversees daily office operations, manages administrative tasks, and ensures the smooth functioning of our office. In addition, this position supports basic Human Resource functions and oversees our facilities rental program.

About Us: Founded in 1965, CCC is driven by our deep commitment to racial justice rooted in the organization’s and the Asian diaspora’s experiences with xenophobia and racism, and our community’s mobilizations against those forces. We were founded as a cultural anchor in Chinatown by Chinese American activists coming out of the civil rights movement in order to combat inequity by transforming dominant and regressive narratives about our community. Our immediate mission is focused on Chinese diasporic communities, and because of the activist history through which we were founded, we make connections between that immediate root and pan-ethnic Asian American communities and in solidarity with other communities of color.

Over the last decade, CCC has experienced tremendous growth and is well poised to undergo another transformation for the Chinatown community with the acquisition of 667 Grant Ave. We are a team driven by a commitment to excellence which thrives in a dynamic and inclusive workplace. We believe in fostering a positive work environment founded on professionalism and integrity, where open communication and continuous learning are encouraged.

JOB RESPONSIBILITIES:

• Support operations by maintaining office systems and ensuring that the CCC’s Office Manual is accurate and updated regularly.
• Maintain office services by organizing office operations and procedures, preparing payroll, managing correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
• Define procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Establish standards and procedures, measuring results and making necessary adjustments.
• Keeps management informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
• Supervise the flow of work related to the professional workplace, in appearance and efficient functions of the office, including mail, phones, open/closure procedures, out-of-office calendars, money log, and accounting procedures, and oversee the Custodial Support Staff.
• Manage annual audit by working with accountants, auditors and coordinating with the team.
• Manage insurance and appropriate government filing.
• Manage office equipment, such as IT, phone systems, and printers; monitor their usage and procure appropriate supplies.
• Develops, updates and implements appropriate office protocols as identified and needed (i.e. health & safety protocols, emergency preparedness, office safety & security) .
• Enforcing regulatory and safety standards.
• Organizes and leads end-of-year closing activities (office clean up, team evaluations, etc.).
• Support special event logistics, including the Annual Gala and other program related events, which includes, but is not limited to: managing vendors; processing payments; and executing service agreements and MOUS.
• Work with a Building Project Manager to ensure that new systems are installed, such as water, power, and alarm systems at our new 667 Grant Ave location.
• Organizes and supports team celebrations, birthdays, holidays, and team building within budget
• Other duties as assigned

Human Resources:

• Support hiring, onboarding/exiting staff and volunteers.
• Create, update, and maintain human resource system records.
• Manage and be knowledgeable about accessing/enrolling in CCC’s benefits (401K, health insurance, etc.).
• Assist in the implementation of personnel policies and procedures.
• Maintain compliance with federal and state regulations concerning employment.
• Manage timesheets, and liaise with the accountant/bookkeeper to review, submit and ensure accuracy of timesheets for payroll.
• Ensure proper flow, confidentiality, and maintenance of employee data.
• Manage internship or employment agreements and partnerships with other agencies (SF Human Services Agency, Self Help for the Elderly, etc.).

Event Space & Relations:

• Oversee the facility rental program inclusive of 41 Ross and 750 Kearny, with the eventual expansion to 667 Grant Ave. This includes: working to meet annual goals; coordinating event logistics with clients; identifying needs and ensuring customer satisfaction; outreach to existing and new clients to build revenue; and steward & build relationships.
• Manage the relationship between CCC and our landlord (Justice Investors/Intergroup), including CCC’s right to event space (A, B, C and other dates).
• Annual submission of reserved dates (A, GB, and B).
• Annual Consumer Price Increase (CPI) adjustment submission.

KNOWLEDGE / SKILLS

• Proficiency with common office software and customer relationship management tools.
• Ability to multitask and maintain an organized office environment.
• Strong written and verbal communication skills to interact with employees, clients, and vendors effectively.
• Ability to identify and resolve issues related to office operations, facilities, or staff.
• Builds relationships with colleagues, manages conflict, and fosters a positive office environment.
• Experience supervising staff, delegating tasks, and providing training and mentorship.
• Ensuring accuracy in documentation, financial transactions, and other administrative tasks.
• Ability to manage budgets, track expenses, and ensure financial compliance.
• Efficiently manages time and deadlines to ensure smooth office operations.
• Ability to plan and coordinate office projects, such as office moves, events, or technology upgrades.
• Passionate about our mission and embrace our core values, demonstrating an eagerness to learn, assume accountability, work enthusiastically across all departments and show flexibility in response to process change
• Bilingual in English and Chinese preferred.

Education and Experience:

• Bachelor’s degree or acceptable equivalent combination of education and experience.
• Minimum three (3) to five (5) years’ relevant experience in an operations / administration role.

Work Hours and Benefits: The Operations Manager is a full-time, in person, exempt position requiring forty hours of work per week. At times, this position will be required to work evenings and other dates or times outside of CCC’s regular office hours to staff CCC events and projects. These events are pre-planned and will require normally scheduled work to be shifted.

After 90 days, full-time employees are offered:

• health benefits
• 401(k) retirement plan with employer matching contributions
• generous paid time off
• 10 days paid holidays per year, 1 day floating holiday
• paid time for staff development, exchanges and knowledge sharing

Salary: Salary is commensurate with experience and begins at $67,000 annually.

Deadline to apply: November 7, 2024

Submit your resume and cover letter to: admin@cccsf.us.