Assistant Director of Operations

Santa Barbara Botanic Garden Inc•Santa Barbara, CA

2d•$80,000 - $95,000•Onsite

About The Position

Santa Barbara Botanic Garden is seeking an Assistant Director of Operations to support the daily functions of its 78-acre public garden during a period of strategic growth and heightened public recognition. Working closely with the Director of Horticulture & Operations, this role plans and implements facilities projects, oversees equipment and campus building and infrastructure updates, and provides administrative oversight and strategic guidance for Retail and Guest Services in consultation with their managers. The Assistant Director supports Centennial campaign capital projects in coordination with the design team and contractors, manages departmental workload and priorities, coordinates vendors and contractors, maintains records and budgets, and supervises Operations staff in partnership with the Maintenance, Retail, and Guest Services Managers. The role is the departmental lead for IT administration and projects. It oversees the Garden’s managed service provider contract, assists staff with help desk requests, and supports strategic IT projects involving infrastructure, network architecture, servers, devices, and peripherals. The Assistant Director is part of the Horticulture & Operations leadership team and serves as a liaison between the Director and staff across departments, helping ensure updates are communicated effectively. The position supports preparations for major construction projects expected in late 2027. This is a full-time exempt position reporting directly to the Director of Horticulture & Operations. It is classified at the Assistant Director/Principal Investigator pay range.

Requirements

At least five years of experience in facilities management, operations, project coordination, construction administration, property management, or a related field.
At least three years of supervisory experience.
Experience managing departmental workloads, coordinating multiple projects, and working with contractors and vendors.
Experience with budgeting, purchasing, invoice processing, and expense tracking.
Knowledge of facilities management, project coordination, contractor administration, budgeting, and staff supervision.
Working knowledge of building and equipment maintenance, including plumbing, electrical, HVAC, irrigation, carpentry, fleet and vehicles, and associated trades.
Strong leadership skills, including employee coaching, performance management, and identifying professional development and skills-building opportunities.
Ability to establish priorities, manage concurrent projects, work under pressure, and allocate resources effectively.
Ability to exercise sound judgment, solve problems, maintain confidentiality, and work collaboratively.
Ability to communicate and coordinate work across an organization and with outside contractors and vendors.
Computer proficiency with Microsoft Outlook, Excel, Word, and PowerPoint, and ability to learn ClickUp and other technology platforms.
Valid California Driver License and an acceptable driving record.
Ability to tolerate outdoor work in extreme temperature fluctuations, rain, dust, allergens, poison oak, insects, small wild animals, and sun exposure.
Ability to perform physically strenuous work regularly for eight hours a day.
Ability to stand and walk for extended periods over varied terrain, lift and safely carry 50 pounds, bend, squat, and use heavy tools safely.

Nice To Haves

College degree in facilities management, business administration, project management, construction management, or a related field; equivalent experience may substitute for education.
Conversational Spanish ability.
Professional training or certifications in facilities management, project management, workplace safety, or supervision.

Responsibilities

Provide day-to-day leadership and oversight of Operations Managers and key staff, including setting work priorities and managing departmental needs and resources.
Coach and support departmental managers, promote professional development, and foster a collaborative, accountable, inclusive, and safety-focused culture.
Participate in hiring, training, evaluation, and promotion of direct reports; contribute to annual performance evaluations and make commendation or disciplinary recommendations when required.
Lead the Garden’s Safety Committee, organize its quarterly meetings, and guide safety improvements and projects.
Administer the annual IT managed service provider contract, serve as the main vendor contact, coordinate timely help desk resolutions, and support IT upgrades and cybersecurity.
Administer annual custodial contracts.
Attend routine leadership, committee, and departmental meetings.
Work with departmental managers to establish priorities and monitor safety, aesthetic, and visitor-readiness standards for buildings, equipment, infrastructure, pathways, and public areas.
Coordinate contractors, consultants, vendors, and external partners performing facilities, maintenance, and custodial work; monitor performance, schedules, scope, safety, and contract and Cal/OSHA compliance.
Plan, schedule, coordinate, administer, and monitor projects using ClickUp.
Lead Facilities team safety and risk-management efforts across campus, identify hazards in the landscape and buildings, and prioritize timely repairs.
Partner with Human Resources to ensure Facilities staff complete required safety training.
Direct and supervise Facilities staff handling event setups for all Garden departments.
Assist the Director of Horticulture & Operations with departmental budgets and capital planning, including labor, materials, tools, vehicles, equipment, deferred maintenance, contractors, and professional services.
Support annual operational budget administration by obtaining estimates, tracking expenses, reviewing purchases, coding accounts, and approving invoices.
Maintain departmental project files, contracts, work orders, training records, and financial documentation.
Support facilities projects and campus building, equipment, and infrastructure updates, including Centennial campaign capital projects.
Provide staff support for IT help desk requests and strategic IT projects involving infrastructure, network architecture, servers, devices, and peripherals.
Perform other related administrative, supervisory, and project management duties as assigned.