Office & People Operations Manager

OAKLAND LEAF FOUNDATION•Oakland, CA

5d•Hybrid

About The Position

The Office & People Operations Manager owns two deeply connected domains at Oakland Leaf: people operations and administrative operations. On the people side, this means onboarding and offboarding, HR compliance, benefits coordination, personnel documentation, and Paycom administration. On the administrative side, this means contracts, vendor management, office systems, and the deadline and calendar tracking that keeps the organization running on time. When this role runs well, every staff member feels it. This is a full-ownership role, not a support function. The Office & People Operations Manager proactively identifies gaps, builds systems that prevent problems before they happen, and serves as the primary point of contact for staff navigating HR questions and processes. The right person brings both operational precision and genuine care for people, understanding that the systems they manage directly shape the day-to-day experience of every person who works at Oakland Leaf.

Requirements

Strong commitment to Oakland Leaf's mission and belief in the power of youth leadership and equity in education
At least 3–5 years of experience in HR administration, people operations, office management, or a closely related field
Demonstrated knowledge of HR compliance requirements including onboarding and offboarding processes, personnel file management, benefits administration, and workers comp coordination
Experience managing HRIS platforms experience strongly preferred; comparable systems considered
Strong organizational and systems-thinking skills with the ability to build and maintain administrative processes that are accurate, consistent, and staff-friendly
Excellent interpersonal and communication skills with the ability to handle sensitive HR matters with discretion, empathy, and professionalism
Proactive, solutions-oriented, and comfortable working across departments. Someone who brings issues to their supervisor with proposed solutions, not just flags
High attention to detail and a strong standard for accuracy in documentation, record-keeping, and compliance
Experience working in a nonprofit or mission-driven organization preferred
Familiarity with California employment law and nonprofit compliance requirements a plus
Proficiency with Google Workspace, Microsoft Office Suite, and document management systems
Bachelor's degree in Human Resources, Business Administration, Nonprofit Management, or related field preferred; equivalent experience considered; PHR or SHRM-CP certification a plus

Nice To Haves

Experience managing HRIS platforms experience strongly preferred; comparable systems considered
Experience working in a nonprofit or mission-driven organization preferred
Familiarity with California employment law and nonprofit compliance requirements a plus
PHR or SHRM-CP certification a plus

Responsibilities

Own onboarding and offboarding logistics end-to-end ensuring every new hire enters Oakland Leaf with the paperwork, system access, orientation materials, and warm welcome they need to be set up for success from day one
Maintain all personnel files and HR compliance systems including training completion tracking, certification verification, and documentation required for CDE compliance, workers comp, and benefits administration
Coordinate benefits enrollment and changes, workers comp claims, and leave management serving as the staff-facing point of contact and the administrative liaison to Paycom and relevant vendors
Coordinate performance management logistics including tracking review cycles, maintaining templates, and ensuring process consistency across the organization
Proactively identify HR compliance gaps and surface them to the Director with proposed solutions, this role should prevent fires, not just respond to them
Ensure onboarding and offboarding processes are consistent, equitable, and reflective of Oakland Leaf's values so every staff member's first and last experience with the organization is handled with care and professionalism
Manage contracts and document management systems including maintaining organized, accessible, and current files for all vendor agreements, partner MOUs, school district contracts, and organizational records
Own office operations: supply management, equipment coordination, vendor relationships, and physical space upkeep ensuring the Oakland Leaf office functions smoothly and reflects the organization's values
Support deadline tracking and calendar management for the Director of Finance & Administration including flagging upcoming compliance deadlines, reporting due dates, contract renewals, and insurance renewal windows before they become urgent
Serve as the operational point of contact for program staff who need administrative support including routing requests appropriately, responding with accuracy and care, and escalating to the Director when needed
Serve as the organizational connective tissue between Finance & Admin and Programs on all people-related systems ensuring new hires are set up correctly across HR, payroll, and program training simultaneously
Partner with the Quality & Training Senior Manager to ensure the HR and program components of new hire orientation are sequenced, integrated, and not duplicative
Surface patterns in HR and onboarding data that have cross-departmental implications bringing those observations to leadership with context and proposed responses
Maintain and improve HR and administrative systems — including Paycom, EnrollWise, and related platforms — identifying inefficiencies and proposing improvements in partnership with the Director of Finance & Administration
Contribute to the development and documentation of internal policies and procedures ensuring staff have clear, accessible guidance on HR and operational processes
Conduct regular audits of personnel files, compliance records, and administrative systems to ensure accuracy and completeness
Bring a continuous improvement mindset to this role: regularly ask what is working, what is breaking, and what the organization needs that does not yet exist and bring those observations to leadership with proposed solutions
Additional duties may be assigned by the Director of Finance & Administration or Executive Director.