Operations Administrator

St Vincent De Paul Society District Council Of Marin•San Rafael, CA

1h•$73,000 - $78,000•Onsite

About The Position

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.

Requirements

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
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
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

Nice To Haves

Prior experience in facilities operations, safety, or IT coordination is strongly preferred
Bilingual Spanish (written and verbal) fluency skills strongly preferred

Responsibilities

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
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
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
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
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
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

Benefits

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