Director of Operations

CVNL • Santa Rosa, CA

9d

About The Position

The Director of Operations keeps CVNL’s offices, systems, and technology running smoothly so staff can focus on serving North Bay nonprofits and volunteers. Reporting to the CFO, this position leads facility management for the Santa Rosa and San Rafael offices, serves as the internal technology lead in partnership with an outside IT vendor and executive leadership, and provides administrative and operational support to the Paratransit program.

The role oversees facilities, budgets, vendor relationships, operational policies, technology infrastructure and support, websites and digital platforms, and Paratransit reporting and systems. It requires regular business hours, occasional schedule flexibility with notice, and regular travel between CVNL sites. The position is based around CVNL’s Santa Rosa and San Rafael offices; a specific workplace type is not stated.

Requirements

• At least 5 years of experience in operations, facilities, and IT management; nonprofit experience is preferred.
• Experience managing facilities, leases, and office projects, including budgets.
• Experience working with outside IT vendors or managed service providers.
• Strong working knowledge of Microsoft 365, cloud-based systems, networks, and hardware and software support.
• Experience supporting websites and CRM platforms.
• Strong analytical and problem-solving skills, including strong proficiency in Excel.
• Excellent project management skills and ability to manage multiple projects while maintaining high service standards.
• Comfort with budgets, vendor negotiation, and contract management.
• Ability to explain technical concepts clearly to non-technical colleagues.
• Bachelor’s degree in Operations, Information Technology, Business, or a related field, or equivalent experience.
• Ability to lift and move up to 50 lbs.
• Valid California driver’s license, valid auto insurance, and reliable transportation.

Nice To Haves

• Nonprofit experience.
• WordPress experience.
• Experience with transportation or paratransit operations or reporting.

Responsibilities

• Lead facility management for the Santa Rosa and San Rafael offices, including property management relations, lease compliance, maintenance, repairs, janitorial services, and utilities.
• Develop and manage facility budgets with the CFO, track costs, and identify savings.
• Work with the CFO and CEO to assess space needs and lead lease renewals, office moves, reconfigurations, and space planning.
• Plan and manage facility projects, including timelines, vendor selection and coordination, staff communications, and continuity of services.
• Manage office access, keys and badges, security, and workspace assignments.
• Maintain health, safety, and emergency procedures and required workplace postings.
• Oversee furniture, equipment, supplies, and office technology setup, including internet, phones, printers, and meeting-room audiovisual equipment.
• Work with the CFO to ensure effective operational and fiscal policies and procedures that support organizational excellence and legal and regulatory compliance.
• Work with the CFO to develop operations budgets and ensure the organization meets or exceeds budget goals.
• Oversee procurement and contract negotiation with vendors, programmatic partners, and funders.
• Assess and improve internal systems and use of resources, including office space, hardware, communications technology, supplies, and logistics.
• Provide analytical and reporting support to executive leadership.
• Assist with staff onboarding and technology training in partnership with the Director of People & Culture.
• Serve as the internal technology lead and primary liaison to the outside IT vendor.
• Manage the IT vendor relationship by setting priorities, monitoring service levels, reviewing costs, and escalating issues.
• Coordinate with the IT vendor to ensure system and data security, including antivirus, firewalls, backups, encryption, and access permissions; advise the CFO on risks.
• Administer Microsoft 365 user accounts, licenses, passwords, permissions, and email forwarding during staff transitions.
• Oversee software purchasing, licensing, installation, and staff training, and recommend investments to improve effectiveness and efficiency.
• Provide first-line hands-on technology support to staff, manage a help-desk ticketing process, and route issues to the vendor as needed.
• Oversee hardware, network equipment, telephone and internet services, meeting software, and file sharing and storage.
• Manage domains, including purchasing, renewals, forwarding, private registration, and retiring unused domains.
• Lead technology projects, including evaluating and deploying new systems and services.
• Manage the IT budget and report quarterly to the executive team on system performance, costs, and recommended improvements.
• Maintain CVNL websites and integrations in partnership with executive leadership, keeping them secure, current, and functioning well.
• Support administration of technical platforms used across departments, including integrations and automations.
• Support website analytics setup and reporting, including Google Analytics and Ads, to inform outreach across departments.
• Provide technical support for data collection and reporting tools used in impact tracking.
• Support the Paratransit Director with administrative and operational needs.
• Support coordination of Paratransit reports required by funders, contracts, and regulatory agencies.
• Help the Paratransit Director improve administrative systems and processes that support efficiency and service quality.
• Help track customer feedback and support issue resolution in partnership with the Paratransit Director.
• Coordinate Paratransit technology, including transportation management software, with the department and CVNL’s outside IT vendor.
• Participate in departmental safety and staff meetings.

Benefits

• Vacation: 12 days in year 1, 15 days in year 2, and 20 days in year 5.
• 12 sick days per year.
• 12 observed holidays.
• Health insurance with the base plan 100% covered by the employer.
• Vision insurance.
• Dental insurance.
• 403(b) retirement plan with a 3.5% employer contribution after 12 months.
• Regular opportunities to participate in professional development workshops and classes offered at CVNL.

What This Job Offers

• Job Type: Full-time
• Career Level: Director