Office & Operations Manager

Urban Adamah is an educational farm and community center in Berkeley, California that integrates the practices of Jewish tradition, mindfulness, sustainable agriculture, and social action to build loving, just, and sustainable communities. We provide training programs, educational workshops, and community celebrations for more than 10,000 visitors annually.

About The Role

As Urban Adamah’s Office & Operations Manager, you will play a critical role in our workplace and on our Operations team. The role includes supporting all aspects of our operations, office, technology, and people /HR work. You will have the opportunity to iterate on existing workplace practices and will play a key role supporting and advancing the work of the Operations & People Director and Development & Technology Director.

The ideal candidate for this role is someone who is confident and takes pride and satisfaction in managing projects and workflows, doing logistics and administrative work, and supporting colleagues across a wide variety of work areas and projects. The role requires an ability to work independently and collaboratively, engage across multiple areas of work, and possess a keen eye for making systems and projects as simple as they are successful. This is a great role for anyone that is as happy making systems work better as they are happy contributing to an organization’s collective success.

RESPONSIBILITIES

Operations & Technology – This position serves a key role ensuring Urban Adamah’s operational success. In this role you will:

• Partner with the Operations & People Director to ensure all aspects of Urban Adamah’s operations and HR work run effectively and efficiently in support the organization’s mission and programs
• Assist the Finance Director and Operations & PeopleDirector managing banking, vendor, and contractor relations, billing, payments, etc. of with program payment collection and processing
• Support fundraising and donor stewardship work
• Manage and maintain software and hardware, including but not limited to: Salesforce CRM; Asana, Slack, Google Workspace, Microsoft & Adobe subscriptions, Ontraport; Phone & internet systems; Computers and other workplace equipment such as laptops, event registration systems and hardware, payment processing devices, etc.
• Manage operations and technology vendors and consultants, serving as the project manager between consultants and staff when a project requires
• Ensure and oversee necessary technology systems, including hardware and software and manage vendors providing services and support
• Provide staff with technical support and troubleshooting
• Maintain regular communication with program departments about their technology needs
• Lead annual or biannual tech systems audit
• Be responsible for organization-wide data entry processes and policies, such as tracking participants and donors, entering & tracking payments, etc.
• Support the Development & Technology Director on projects to advance the use of technology systems and platforms

Office Management – As the Office & Operations Manager, you will maintain and lead office and workplace process innovations. This includes staffing Urban Adamah’s front desk, Monday through Friday, providing support to other team members, and contributing to a welcoming, functional workplace. You will:

• Greet and welcome visitors to the farm
• Respond to and direct general inquiries received by email and phone
• Maintain office and admin building organization
• Serve as a first point of contact for colleagues’ administrative needs and questions
• Maintain office supplies and equipment, including security system
• Manage lost and found
• Manage incoming and outgoing mail
• Support the Executive Director with board correspondence, quarterly meeting scheduling, preparation, and set up

People Operations & Staff Culture – You will support Urban Adamah’s People/HR work and workplace practices that help make Urban Adamah a great place to work, including:

• Supporting full-time staff hiring and onboarding processes
• Manage Urban Adamah’s custom job applicant tracking system
• Help plan and manage annual staff retreat logistics
• Coordinate Urban Adamah’s staff work anniversary, birthday, and staff fun activities
• Support planning for and coordination of staff-wide trainings and events

ABOUT YOU

You are excited to influence and contribute to workplace culture, passionate about supporting a thriving non-profit in accomplishing its goals, and have the background and experience to support planning, administrative, and logistical excellence. You understand intuitively how strong operations are critical to ensuring Urban Adamah’s mission and vision. You love the details, advancing organizational systems, collaborating and innovating to solve problems, and making colleagues and farm visitors feel warmly welcome.

We are open to applicants with varying levels and types of experience, provided that the applicant displays the skills required to successfully execute the job described above. You might be a good fit if you possess/demonstrate the following:

COMPETENCIES AND STRENGTHS

Administrative & Organizational Excellence

• Self-starter: You thrive in environments where you get to hold the operationalization of your assigned workload
• Excellence in organization: You are highly organized, able to track and execute on multiple projects and tasks simultaneously, and are detail oriented
• Prioritization: You are able to both collaboratively and independently manage your workflows to keep projects on track
• Tech-savvy: you are very comfortable with Google Suite, Salesforce or similar CRMs, Slack, Asana, Microsoft Office Suite, etc.
• Problem solver: You enjoy problem solving, seeing it as an opportunity to turn a challenge into a success

Self-Awareness & Partnership

• Ownership: You take broad responsibility for your work and approach tasks and priorities with a critical mindset
• Openness: You regularly seek, incorporate, and share new information and feedback
• Balanced: You demonstrate a good balance of self-confidence and humility, able to name and make the most of your strengths, and open to feedback that will lead you to grow and develop as a professional
• Commitment to diversity, equity, and inclusion: you value the diversity of insight, perspective, and experience brought by people from diverse backgrounds

Communication, Collaboration & Customer Service

• Possess strong interpersonal skills: You communicate and collaborate well with a range of colleagues and other stakeholders, both verbally and in writing
• Collaborative: You enjoy learning from and with talented colleagues, and are excited to be part of the success of the whole organization
• Customer service oriented: You appreciate the powerful impact of providing prompt responses to inquiries, meeting people’s needs proactively, and treating staff and other community members with respect and care

EXPERIENCES THAT COULD LEAD TO YOUR SUCCESS

• Relevant experience in either for or not-for-profit environments
• Demonstrated ability to create and manage well-functioning organizational systems

PHYSICAL DEMANDS OF THE POSITION

The physical demands listed below are representative of those that must be met by an employee in this position. Some accommodations may be made to enable people with disabilities to succeed in the role:

• Typing, writing, reading, hearing, and speaking
• Standing and walking for several hours, as well as sitting, squatting, crawling, climbing, and lifting up to 40 lbs.

ADDITIONAL DETAILS

COMPENSATION & BENEFITS – This is a full-time, benefited, and exempt position that includes healthcare, holidays, and paid time off. The salary range for this position is $72,000 to $82,000 per year. Comprehensive benefits include:

• 100% health care coverage for self and 50% coverage of dependents in a Silver Tier Kaiser plan or its equivalent in our carrier’s options
• 80% coverage of dental insurance for self
• Paid vacation days beginning at 15 days; 20 days in second year; incremental increase to 25 days
• 5 paid sick days per year
• Up to 20 paid holidays (a mix of both national and Jewish holidays)
• Tax-free retirement account after 2 years
• A pre-tax FSA for medical, dependent care, and transit
• Paid and unpaid parental, medical, and bereavement leave (following 1 year of employment)
• Paid Jury Duty leave
• Unpaid time off

SCHEDULE – This is a full-time, 40 hour per week, on-site position. General hours of employment are 9:00 AM – 5:00 PM, Monday – Friday. The Office & Operations Manager may be at times asked to work evenings or weekends, for which correlating time off will be given.

SUPERVISION – This position is supervised by the Operations & People Director.