Program Operations Manager

Position Title: Program Operations Manager

Location: Hybrid/Flexible - Oakland or San Bernardino

Status/Schedule: Full-time/Exempt - weekend/evenings based on organization needs

Organizational Overview:

The Forestry and Fire Recruitment Program (FFRP) is a nonprofit organization that was developed in direct response to the growing need for wildfire-related personnel. Our mission is to increase wildfire personnel from non-traditional and underrepresented communities, providing them the training, skills, resources, and experiences needed to secure gainful employment. FFRP works at the intersection of workforce development, criminal justice, and the climate crisis, providing viable career pathways for formerly incarcerated and other marginalized individuals. Through this unique orientation and building on the lived expertise of its co-founders and staff, FFRP is changing the narrative and preparing more individuals to be part of California’s first line of defense in preventing, managing, and suppressing wildfires.

Overview of Role:

The Program Operations Manager supports all FFRP programs (including the Career Training Program, Fee for Service / Employment Social Enterprise Program, and other special mission-based programs) to ensure efficiency, effectiveness and compliance. This includes providing administrative support to the Director of Programs and program leadership team, as well as managing general inquiries and coordination internally and externally with regards to FFRP programs. In addition, this position will develop, maintain, and communicate with program staff regarding operational and program guidelines and procedures. The Program Operations Manager coordinates procurement, compliance and monitoring for FFRP Programs, working closely with the Operations & HR Manager (to be hired) and Director of Operations (to be hired). The position is responsible for assisting with ensuring good communication and transparency among all program staff, proper documentation, data collection, and evaluation. The Program Operations Manager will assist the Director of Programs and program leadership team with the positive engagement, coordination, supervision, training, and coaching of all program staff in meeting their roles and responsibilities. This role is an exempt hybrid position, with the expectation that the staff person be available to support in-person activities or connect with staff, vendors or partners as needed in the Bay Area or Southern California. The staff person is expected to be based out of the Oakland or San Bernardino training locations, with travel to other locations covered by FFRP. Voluntary telecommuting arrangements are made on a case-by-case basis and must be approved in advance, based on the needs of the organization.

General Program Operations Management & Support:

• Support program planning and implementation, including ensuring proper documentation, data collection, and internal communication related to FFRP Programs
• Collaborate with stakeholders and partners to improve services and outcomes. Ensure that the organization’s programs and services meet the needs of its constituents and are delivered effectively and efficiently
• Maintains up-to-date knowledge of existing systems and tools and awareness of gaps and organizational needs in order to identify areas of improvement. Adapt, develop, and implement policies and procedures as needed to structure workflows and ensure compliance with all applicable laws, regulations, and best practices. Provide training and support as needed to support managers and staff in adopting these policies and procedures
• Coordinate graduations and other special events for FFRP Programs
• Assists with program data and information for grant reports and applications

Human Resources, People, & Culture:

• Promote program staff engagement, recognition, training, and retention initiatives, fostering a culture of cooperation and accountability in support of FFRP’s mission
• Supports the program team through goal setting, dashboards, coaching, and regular feedback
• Monitor and analyze data/performance metrics to ensure that FFRP programs are meeting their goals and objectives

Specific responsibilities of this role for the next 6-12 months include:

• Review and update the FFRP Staff Portal to help standardize, refine, and implement systems and policies that enhance consistency, efficiency, and effectiveness within FFRP programs
• Help improve budget tracking, scheduling, and communication among program staff and interns, including use of google calendar, google drive, etc.
• Lead data and evaluation efforts for the Program Team, including data entry and documentation as well as successful conversion from HubSpot to Salesforce.
• Develop dashboards to help develop, track, and analyze progress toward key performance indicators, annual priorities, and strategic objectives for FFRP Programs
• Review procurement policies, accounts, and contracts related to FFRP programs in conjunction with the Operations & HR Manager, making recommendations to program leadership as appropriate for any changes and helping to ensure proper compliance
• Lead inventory management for the FFRP Program Team
• Research, document, and share lessons learned and best practices to foster organizational learning and improve processes
• Provide training and ongoing support for tools and processes, ensuring staff are equipped to maximize efficiency

Key Qualifications for Role:

• 2-3 years experience with operations in a nonprofit environment and a documented successful track record
• Strategic thinker, with strong goal- and detail-oriented analytical and problem-solving skills
• Ability to work well independently and in a team environment
• Servant spirit and attitude, with a strong commitment to removing obstacles and allowing others to flourish, modeling ethical leadership
• Effective organizational skills to keep track of multiple priorities, tasks, situations, and people
• Self-starter, creative, flexible, and able to adapt and flex communication/leadership style
• Working knowledge of data analysis and performance and operations metrics
• Strong oral and written communication skills required. Strong interpersonal skills, with a passion for social justice and the ability to create and sustain effective relationships with staff, volunteers, donors, board members and other stakeholders
• Significant Human Resources/ people and culture experience across talent development and management, employee experience, talent acquisition, compensation and benefits, and compliance
• Ability to anticipate, solve, and resolve business problems and team conflicts.
• Ability to budget resources – labor, money, time – to achieve organizational goals, vision, and objectives
• Proficiency with Google Workspace, MS Office, Gusto, Salesforce, Adobe Acrobat, Canva, and Donorbox

Behaviors, Knowledge, Skills, Abilities and Qualifications

• Ability to generate brand awareness as a leader in the community.
• Excellent public speaking skills.
• Significant experience in the field of child welfare, preferably with volunteers providing advocacy for children.
• Understanding of the developmental, social, and emotional needs of individuals who have been impacted by the criminal justice system and other marginalized populations. Familiarity with natural resources, forestry, or wildfire careers is also helpful.
• Ability to pass a LiveScan and background check.
• Demonstrates all competencies required of a leader:
  • Responds and communicates constructively and positively to others with a collaborative and non-judgmental approach
  • Conveys the point of discussions clearly, providing supporting information
  • Effectively cascades information to the team and actively seeks opinions and input
  • Actively listens to concerns and exhibits patience even if in disagreement
  • Exhibits emotional control during all encounters whether in agreement or not and while taking difficult stands
  • Proactively takes responsibility for self and team
  • Builds professional, positive, and respectful relationships
  • Adapts leadership style to build engagement based on individual needs of team rather than using a ‘one style fits all’ approach
  • Exemplifies leadership skills that proactively address and exceed internal and external needs/expectations

Physical Requirements and Work Environment

• Time will be spent occasionally in training or field locations and could involve intermittent physical activities, including standing, bending, reaching, sitting, speaking, and walking
• Training and field locations typically have an open office layout. Candidates will be working in a shared space with varying levels of noise and foot traffic