Operations and IT Manager

About Friends of the Urban Forest

Since 1981, Friends of the Urban Forest, a premier San Francisco environmental nonprofit, has brought together communities throughout the city to plant more than 60,000 trees -- half of San Francisco’s street tree canopy. Friends of the Urban Forest has a long history of integrating urban greening with civic engagement as a way to increase community health and resilience, combat the effects of the climate crisis, and promote environmental equity and social justice. Friends of the Urban Forest recognizes San Francisco’s many communities and cultures and the diverse ways in which they connect with our urban forest. We also connect San Franciscans to nature and to each other.

A position at Friends of the Urban Forest would give you the exciting opportunity to be part of a growing and dynamic professional organization that has been creating a greener San Francisco for over 40 years.

Position Summary

The Operations and IT Manager is a key leadership role responsible for managing daily office and IT operations, streamlining processes across departments, and maintaining a safe, efficient, and positive work environment. The position will oversee staff safety and risk management, maintenance of the organization’s facilities, equipment and vehicle fleet, manage IT and coordinate certain aspects of internal communication and culture. S/he will ensure the organization’s operations align with our mission and values by supporting the growth and development of staff and programs while managing working relationships with key vendors and suppliers.

This role will supervise an Administrative Coordinator and support the Senior Leadership Team as needed on special projects.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Responsibilities include:

Facilities and Vehicle Fleet Management

• Ensure facilities are well maintained (Presidio office, tool shed, tree yard) and that the workplace and work sites (eg. Nursery) are compliant with government health and safety regulations
• Manage rental leases and contracts with outsourced service providers and facility managers for related maintenance and repairs such as cleaning, security, and waste management
• Develop, manage and improve processes for fleet operations including overseeing vehicle tracking, scheduling, registration, repair and maintenance as well as incident management processes and related insurance claims
• Liaise with National Park Service and Presidio Trust staff to ensure adequate and secure parking conditions
• Ensure a smoothly running office by managing office space, equipment, and supplies as well as ensuring coverage for incoming and outgoing mail, including check deposits
• Manage office safety and access protocols including updating the office manual and emergency protocols, as well as overseeing the alarm system, key distribution and office opening/closing procedures

Risk Management and Occupational Safety and Security

• Develop, maintain and update policies and procedures related to risk management and staff safety and security
• Manage insurance renewals and claims
• Ensure Occupational Security and Health Administration (OSHA) compliance by developing and delivering regular safety and compliance training for all staff
• Oversee Job Safety Analysis (JSAs), ensure appropriate safety training, and track all safety-related activities and implementation
• Manage Worker’s Compensation renewal with support from HR and collaborate with managers to submit claims, track incidents, and coordinate the claims process
• Manage new employee onboarding for vehicles including MVR checks
• Manage the inventory and ordering of Personal Protective Equipment (PPE)

IT & Data Management

• Develop, maintain, and implement IT and Data Management policies, processes and standards across the organization
• Manage IT equipment, mobile devices and accessories for employees, by developing and implementing inventory tracking, replacement and procurement standards
• Manage IT platforms, databases and software licenses including user access, security controls, organization of shared files and drives, and user troubleshooting
• Provide support for users including onboarding, training and troubleshooting and developing reports and dashboards primarily through Salesforce and other integrated applications and platforms
• Work with consultants and vendors to manage architecture, configuration and development of IT systems and platforms to meet program, fundraising and other organizational needs
• Ensure information security across all IT systems, databases, and platforms
• Stay abreast of industry developments to continually improve IT and data systems and process management

Operational Systems and Processes

• Under the direction of the Deputy Director, serve as the Operations Team lead working with Programs to streamline operations, systems and processes, escalating issues and coordinating with other Operations Team members as needed
• Manage Administration and Shared Overhead budgets and expenses related to Facilities, Vehicles, Insurance/Risk Management and Office and IT Equipment and Supplies

Supervision

• Provide leadership, guidance, and support to the Administrative Coordinator to ensure day-to-day office management.

Qualifications and Experience:

• Minimum of 5 years of work experience in operations management, safety coordination, and facilities maintenance
• 1-2 years of supervisory experience preferred
• Strong understanding of OSHA compliance and safety protocols
• Knowledge of workers’ compensation and/or insurance claims processes
• Experience with vehicle fleet management and maintenance is preferred
• Demonstrated experience with IT and/or Database management
• Ability to manage multiple priorities and teams in a dynamic environment
• Strong communication skills and experience working across diverse teams
• Process-oriented and able to meet deadlines with minimal supervision.
• A courteous and helpful attitude on the job, and a willingness and ability to be responsive to colleagues, volunteers, the general public, and board members
• Ability to take initiative and solve problems creatively
• A highly dependable and punctual team player with humility, humor, flexibility and self-direction
• A passion for urban sustainability and a commitment to Friends of the Urban Forest’s mission and values
• A high level of emotional intelligence and a solutions-oriented approach to interpersonal disagreements
• Provide a Department of Justice record check and fingerprinting per California Penal Code section 11105.3 to work with minors
• COVID-19 vaccination - Friends of the Urban Forest will consider all requests for reasonable accommodations based on applicants who have a (1) medical contraindication to the specific types of COVID-19 vaccines available, or (2) sincerely held religious belief or practice contrary to immunization.

Competitive Compensation and Benefits

The Operations Manager is full-time, exempt with an annual salary range of $82,000 - $88,000 depending on experience. Friends of the Urban Forest offers a competitive benefits package that includes 100% employer-covered medical, dental, vision, life, and AD&D insurance for employees and 50% for dependents (up to a certain limit). We offer a 403(b) Retirement Plan, a generous paid leave policy that includes 13 holidays each year and vacation starting at 12 days and increasing with additional years of employment, as well as funds for professional development opportunities.

Equal Employment Opportunity

Friends of the Urban Forest is dedicated to gender and race equity and inclusion. As an equal opportunity employer, Friends of the Urban Forest does not discriminate against any applicant or employee on the basis of any status or characteristic protected by applicable laws or ordinances. Pursuant to the San Francisco Fair Chance Ordinance, we will consider qualified applicants with arrest and conviction records.

Black, Indigenous, and People of Color are strongly encouraged to apply, and so are candidates dedicated to anti-racism, gender inclusivity, and inclusion.

Work Environment

The position currently operates in a hybrid model with approximately 50% time working in the office located in the Presidio of San Francisco and 50% time working remotely.

The noise level in the work environment is usually moderate. Office workspaces are often shared and employees should not have any expectation that they can be assigned a dedicated workspace.

How to Apply

If you’re interested and qualified, please apply using this form.