Operations Administrator at St Vincent De Paul Society District Council Of Marin

San Rafael, California, United States -

Full Time

Start Date

Immediate

Expiry Date

15 May, 26

Salary

78000.0

Posted On

14 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Operations Administration, Executive Support, Project Management, HR Administration, Technology Systems Coordination, Facilities Management, Safety Management, Microsoft 365 Administration, SharePoint, Vendor Relations, Compliance Tracking, Organizational Documentation, Fleet Management, Onboarding/Offboarding, Recruitment Support, Bilingual Spanish

Industry

Non-profit Organizations

Description

Description About St. Vincent de Paul Society of Marin (SVdP): Hunger, poverty, and homelessness hurt everyone. As a charitable social services organization, St. Vincent de Paul Society of Marin County’s mission is to work daily to help individuals and families with food, housing, and crisis assistance to restore dignity and a chance for a better life. We are affiliated with one of the oldest and most effective charitable organizations in the world, the Society of St. Vincent de Paul, a Catholic lay organization of nearly 700,000 people headquartered in Paris, France that helps people living in poverty in 142 countries on five continents. In the US, membership totals 172,000 in 4,600 local communities. However, we are an independent, nonprofit organization that is governed by its own Board of Directors and is solely responsible for its own fundraising and program operations. All of the donations we receive serve the people of Marin. We believe that everyone needs food, housing, dignity and a chance for a better life – no one can do it alone. Our goal is to provide compassionate care and critical services to residents of Marin County who are struggling to make ends meet but are not receiving the help they need. Here in Marin, since 1946, our key crisis assistance programs support over 8,000 people annually and have grown to include a free dining room, a homeless outreach team, and housing and crisis assistance. If you seek work that is more than just a job but the opportunity to give back to your community, then SVdP may be the place for you. We are looking for staff who are ready for a career with a mission-driven organization, want to be valued, have diverse experience and skills, and want to join a committed and excited community. If this sounds like you, we would love to have you join our team! POSITION OVERVIEW: The Operations Administrator is a newly added position to the organization. This full-time, exempt role reports to the Director of Operations and collaborates with the Human Resources Director, the Development and Fundraising team, and other leaders and staff across all departments in the organization. This role is responsible for supporting the effective functioning of daily operations across two downtown San Rafael facilities and for supporting a staff of 35+. The position blends operational oversight, HR administration, technology systems coordination, facilities and safety management, and cross-departmental collaboration. This position requires strong organizational skills, project management leadership, and the ability to manage systems, improve processes, and proactively anticipate organizational needs. The Operations Administrator serves as a central hub for executive support, workforce operations, compliance tracking, operational planning, vendor relations, and organizational communications. This position is joining a small and nimble team and thus the potential for skill development and growth is great. This position helps advance SVdP’s mission to provide compassionate care and critical services to Marin County residents who are struggling to make ends meet and may not be receiving the help they need. PRIMARY RESPONSIBILITIES: Operations and Executive Support Provide strategic administrative and project support to the Director of Operations, Chief Executive Officer, Human Resources Director, and Leadership Team Coordinate efficient day-to-day operations across two facilities, ensuring continuity, workflow, and organizational readiness Manage complex calendar systems, leadership scheduling, group/meeting planning, and organization-wide logistics Develop and maintain organizational policies, SOPs, documentation standards, and operations manuals Prepare high-quality board materials, executive reports, and internal communications Anticipate needs and take initiative to support teams with a proactive approach Board & Leadership Team Support Maintain Board of Directors’ documentation, directories, and governance materials Coordinate with the Board Liaison to prepare board packets, track action items, and support board-related communications Assist with committee scheduling, documentation, and reporting Technology, Data & Systems Administration Serve as an organizational administrator for Microsoft 365—including SharePoint, OneDrive, Teams, Outlook, Word, Excel, Planner, OneNote, Forms, and other related systems Create surveys (Microsoft Forms), QR codes, and data summaries Assists with technology planning, digital organization architecture, and staff adoption of productivity tools Oversee security camera platforms, alarm/monitoring systems, and IT vendor coordination Strengthen digital filing, record retention, documentation workflows, and data integrity across departments Maintain and analyze operational incident logs, safety data, trends, and compliance records Facilities, Safety & Building Management Manage safety and emergency preparedness programs, documentation, and compliance Coordinate facility infrastructure needs, maintenance scheduling, and vendor performance Oversee safety systems, including quarterly fire drills, walkie-talkie communications tests, and equipment inspections Monitor building systems, including leak sensors, keys/access control, and facility-wide readiness Oversee the organization’s fleet of 5 vehicles, including maintenance scheduling, repairs, logs, and planning Administer fleet tracking platforms and dashcam systems (e.g., Azuga) Produce monthly fleet performance reports with insights into safety, efficiency, and operational needs Human Resources Assistance Assist in implementing employee onboarding/offboarding processes and creating a welcoming new-hire experience Oversee required safety and training compliance and HR documentation workflows Support recruitment processes, job postings, candidate screening, and reference checks Partner with the HR Director on HR policy implementation and employment law compliance updates Provide back-up to the HR Director as needed Development and Community Coordination Support General administrative support for the Development office (approximately 1 day per week) Event logistical support (may include occasional nights and weekends). Events include but are not limited to Pennies from Heaven, Sip Shop and Socialize (our annual Fashion Show), Benefactor and Legacy Circle events, Literary Dinner, Big Shred, and donor dinners Represent the organization at Marin VOAD and other community coordination meetings Coordinate communications and logistics related to emergency preparedness, donations, and community engagement Act as a liaison to vendors, donors, volunteers, and partner agencies SVdP is a proud equal opportunity employer supporting workforce diversity; candidates representing a variety of backgrounds are encouraged to apply. BENEFITS PACKAGE: SVdP is committed to providing a robust benefits package to complement compensation. In general, benefit eligibility begins at 30 hours weekly. Eligibility begins with the first of the month following date of hire. Our package includes: Very competitive compensation package commensurate with equivalent positions in Marin County and the Bay Area. This role starts within a hiring range of $73-$78K annually 15 annual full day and 3 annual half day paid holidays for FT roles Very generous vacation accruals that increase with tenure. Equates to 15 days of vacation accrual in first year, increasing to 25 days accrual by the 10th year of employment 12 Paid Sick days accrued each year, as well as 3 mental health days 75%-90% employer-paid medical insurance for employees and dependents with choice of plans, some buy-up options for a small fee and one with an employer HSA contribution 75% employer-paid Dental insurance for employees and dependents 75% employer-paid Vision insurance for employees and dependents 75% employer-paid Chiropractic and Acupuncture coverage for employees and dependents 100% employer-paid Life and Accidental Death and Dismemberment (AD&D) insurance for employees Pre-tax flexible spending accounts – medical and dependent care Other voluntary benefits (Accident Ins, Critical Illness Ins, Pet Ins, etc.) A 403B retirement savings account with annual employer contribution Commuter Programs – pre-tax parking and transit coverage An Employee Assistance Program Employer paid onsite parking Free breakfast and lunch in our dining hall Requirements QUALIFICATIONS & REQUIRED SKILLS: 4–7+ years of experience in operations, HR administration, nonprofit administration, or multifunctional administrative roles Experience supporting executive leadership and managing cross-functional projects Exceptional organization, prioritization, and project management abilities Excellent writing, editing, and communication skills Prior experience in facilities operations, safety, or IT coordination is strongly preferred Advanced Microsoft 365 expertise (SharePoint, Teams, Excel, Outlook, Planner, Forms, OneNote, OneDrive, Word) Strong systems thinking and comfort with technology platforms, security systems, and digital workflows Intermediate to advanced spreadsheet/reporting abilities Ability to oversee multiple complex workflows with strong follow-through Ability to draft, edit, and translate internal and external communications as needed (Spanish/English) Skill in maintaining professional communication with staff, donors, vendors, volunteers, clients, and community partners Mission-aligned, service-oriented, and values-driven Proactive, self-directed, solutions-focused Adaptable, calm under pressure, and supportive of a collaborative team culture Ability to hold a high level of discretion, confidentiality, and good judgment Bilingual Spanish (written and verbal) fluency skills strongly preferred Willingness to work some evenings and weekends for development events as needed Ability to regularly work in office in downtown San Rafael, and travel to event sites and vendors primarily located throughout Marin County and San Francisco Willing to proactively address issues and explore new approaches Comfort working with uncertainty and adaptability when unexpected issues arise Commitment to the mission and values of the St. Vincent de Paul Society of Marin County and an interest in serving individuals and families in need

Responsibilities

This role supports the effective functioning of daily operations across two facilities, blending operational oversight, HR administration, technology coordination, and facilities/safety management for a staff of 35+ employees. Responsibilities include providing strategic administrative support to leadership, managing organizational systems, coordinating facilities, assisting with HR processes, and supporting development events.