Assistant Director of Operations

Santa Barbara Botanic Garden•Santa Barbara, CA

About The Position

Santa Barbara Botanic Garden is seeking an Assistant Director of Operations to support daily functions at its 78-acre public garden during a period of strategic growth and heightened public recognition. Working closely with the Director of Horticulture & Operations, this position plans and implements facilities projects, oversees equipment, building and infrastructure updates, and provides administrative oversight and strategic guidance for Retail and Guest Services programs in consultation with their managers. The Assistant Director also supports Centennial campaign capital projects in coordination with the design team and contractors. The role 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. It leads IT administration and projects, including administration of the managed service provider contract, help desk support, and strategic improvements to IT infrastructure and equipment. The position is part of the Horticulture & Operations leadership team and serves as a liaison between the Director and staff in other departments, helping communicate organizational updates as the Garden prepares for major construction projects expected in late 2027. This is a full-time exempt position reporting directly to the Director of Horticulture & Operations, 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/vehicles, and associated trades.
Strong leadership skills, including employee coaching, performance management, and identifying professional-development and skills-building opportunities for direct reports.
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 effectively across an organization and with outside contractors and vendors.
Computer proficiency with Microsoft Outlook, Excel, Word, and PowerPoint; ability to learn ClickUp and new technology platforms as needed.
Valid California Driver License and an acceptable driving record.
Ability to tolerate outdoor work and exposure to temperature fluctuations, rain, dust, allergens, poison oak, insects, small wild animals, and sun.
Ability to perform physically strenuous work assignments regularly for eight hours a day; stand and walk for extended periods over varied terrain; lift and safely carry 50 pounds; bend, squat, and safely use heavy tools.

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, set work priorities, and manage departmental needs and resources.
Coach and support departmental managers, encourage 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 quarterly meetings, and discuss safety improvements and projects.
Administer the annual IT managed service provider contract; serve as the vendor’s main contact and support timely help desk resolutions, strategic IT equipment upgrades, and cybersecurity.
Administer annual custodial contracts.
Attend routine leadership and departmental meetings, including the bi-monthly Managers-Directors’ meeting, quarterly Horticulture & Facilities Committee meetings, and weekly departmental Managers’ meetings.
Collaborate with departmental managers to establish priorities and monitor safety, aesthetics, and visitor-readiness standards for buildings, equipment, infrastructure, pathways, and public areas.
Coordinate contractors, consultants, vendors, and other external partners performing facilities, maintenance, and custodial work; monitor performance, schedule, scope, safety, contract requirements, and Cal/OSHA standards.
Plan, schedule, coordinate, administer, and monitor projects using ClickUp task management software.
Lead Facilities team safety and risk-management efforts across campus, identify hazards in landscape and buildings, and prioritize timely repairs.
Partner with Human Resources to ensure Facilities staff complete required safety training, such as welding, ladder, and hazardous-materials training.
Direct and supervise Facilities staff handling event set-ups for departments across the Garden.
Assist the Director of Horticulture & Operations with departmental budgets for labor, materials, tools, vehicles, equipment, deferred maintenance, contractors, and professional services; monitor expenditures and contribute to equipment replacement scheduling and capital-planning priorities.
Support annual operational budget administration by obtaining estimates, tracking expenses, reviewing purchases, coding accounts, and approving invoices.
Maintain accurate departmental project files, contracts, work orders, training records, and financial documentation.
Support facilities projects, campus updates, Retail and Guest Services administration, Centennial campaign capital projects, and related departmental coordination.
Perform other related administrative, supervisory, and project-management duties as assigned.