Operations Manager

Humanity HR Consulting LLC•San Diego, CA

9d•$75,000 - $78,000•Onsite

About The Position

The Operations Manager serves as the operational backbone of Just in Time for Foster Youth — a central coordination point for the day-to-day systems that keep the organization running well. This role is equal parts systems thinker and relationship builder, bringing structure and reliability to purchasing, vendors, HR administration, facilities, fleet, and safety so that the rest of the team can focus on serving young people. The Operations Manager brings consistency, care, and attention to detail across a broad portfolio of operational functions. They are someone who takes pride in making things work — who understands that operational excellence is what makes mission delivery possible, and who builds the kind of trust that allows leadership, staff, and vendors to rely on them as a steady, solutions-oriented presence. This role works closely with the COO, the Controller, and department leaders across the organization. This position requires a physical presence at JIT’s San Diego office and occasional local travel for fleet, vendor, and event coordination purposes.

Requirements

Three or more years of administrative or operations experience, ideally in a nonprofit or mission-driven setting
Strong organizational skills and attention to detail across multiple concurrent systems
Demonstrated ability to handle confidential HR and personnel information with discretion
Comfort with HR and operational software (BambooHR or similar)
Clear written and verbal communication
Valid California driver’s license and clean driving record (for fleet oversight)
Ability to pass Live Scan/background check
Passion for the mission and commitment to advancing JIT’s impact
Fluent in English with excellent written and verbal communication.
Ability to read, analyze, and interpret documentation.
Ability to respond effectively to inquiries and complaints.
Ability to apply concepts that relate to the above job responsibilities with their parameters.

Nice To Haves

Strategic Agility: Can anticipate future consequences and trends accurately; has broad knowledge and perspective; is future oriented; can articulately paint credible pictures and visions of possibilities and likelihoods; can create competitive and breakthrough strategies and plans
Dealing with Ambiguity: Can effectively cope with change and shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; doesn’t have to finish things before moving on; can comfortably handle risk and uncertainty.
Organizational Agility/Analytical Skills: Spends time on what is important, eliminates roadblocks and creates focus; knowledgeable about how organizations work, knows how to get things done both through formal channels and the informal network; understands the cultures of organizations.
Emotional Intelligence: Possesses a high level of organizational savvy, communication, and execution skills necessary to inspire and influence others. Demonstrates situational awareness and the ability and agility to succeed in a variety of circumstantial settings.
Priority Setting: Spends their time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks and creates focus
Process and Project Management: Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure & how to measure it.
Learning on the Fly: Learns quickly when facing new problems; a relentless and versatile learner; open to change; analyzes both successes and failures for clues to improvement; experiments and will try anything to find solutions.
Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
Timely Decision Making: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision
Integrity and Trust: Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain

Responsibilities

Systems Thinking: See the interdependencies between purchasing, HR, facilities, and compliance — and design processes that keep these systems working together rather than in silos.
Operational Reliability: Be the person staff and leadership can count on to follow through — tracking contracts, managing vendors, coordinating logistics, and ensuring nothing falls through the cracks.
Relationship Building: Manage vendors, contractors, and service providers with professionalism and a community orientation — interconnecting them within JIT’s network and ensuring partnerships serve the mission.
Discretion & Confidentiality: Handle sensitive HR, personnel, and financial information with integrity — maintaining confidentiality and exercising sound judgment in all operational matters.
Compliance & Safety: Keep the organization current on Cal-OSHA requirements, safety protocols, background checks, and required training — ensuring JIT meets its obligations to staff and the young people it serves.
Execute purchases on behalf of budget owners — obtain approvals, gather quotes where applicable, conduct cost-benefit analysis, place orders, maintain proper fiscal documentation, and track orders to completion.
Set up and maintain vendors in the system with a relationship-building approach; keep purchasing records properly organized.
Coordinate the buying process end to end so staff with purchasing authority can approve and move quickly (budget owners hold purchasing thresholds; this role supports and processes their purchases).
Serve as the operational bridge to the Controller on purchasing, vendors, contracts, credit card reports, and spending.
Identify, assess, and secure appropriate venues for events of varying size and complexity, including large-scale events involving multiple vendors and stakeholders.
Manage on-site event operations, including troubleshooting, decision-making, and team coordination.
Manage vendor relationships and serve as day-to-day point of contact; interconnect vendors within JIT’s community.
Track contracts across their lifecycle — maintain a renewal/expiration calendar and a central contract repository.
Collect and track certificates of insurance (COIs) from vendors.
Oversee vendor payment workflows, adapting to varying invoicing, billing, and payment requirements while maintaining accurate records and timely processing.
Coordinate onboarding and offboarding logistics.
Trigger and track new-hire setup with IT — confirm equipment and accounts are ready by day one.
Maintain personnel files, BambooHR data hygiene, and handbook acknowledgment tracking.
Track background checks and required-training completion.
Keep required training and certifications current; use digital workflow platforms (e.g., Formstack, Microsoft Forms, Microsoft Planner) to support tracking and process management.
Provide oversight of office operations and environment, including management of physical space, procurement of supplies, maintenance of equipment, and coordination of external service providers.
Coordinate and manage facilities-related vendors and service contracts, ensuring consistent service delivery and alignment with operational needs.
Manage vehicle maintenance schedules, registration, and insurance compliance.
Track vehicle usage, assignment, mileage, and records; coordinate driver-related documentation and requirements.
Coordinate emergency procedures, drills, and incident reporting.
Maintain OSHA/Cal-OSHA postings and compliance.
Monitor, replenish, and maintain first aid and safety supplies to support a safe and prepared environment.