Organization Description:
Breathe Southern California (Breathe SoCal) is a 501(c)3 nonprofit organization focused on achieving clean air and healthy lungs through research, education, advocacy, and technology. The organization runs an array of breathing and health-related educational and outreach programs to increase public awareness about lung-related diseases, including lung cancer, asthma, chronic bronchitis, emphysema, and chronic obstructive pulmonary disease (COPD), and works towards eradicating these diseases.
Breathe SoCal programs provide education to children with asthma and their parents, and adults with emphysema, chronic bronchitis, and COPD to better understand and manage their disease. The organization screens for lung diseases including asthma, COPD, and lung cancer. Breathe SoCal conducts educational programs aimed at tobacco prevention, healthy eating, air pollution, and environmental health. In addition, the organization conducts advocacy and community programs to increase public awareness of air pollution and promote solutions that will achieve clean air for all.
General Statement of Duties
The mission of Breathe Southern California is to promote clean air and healthy lungs through research, education, advocacy, and technology. The Director of Operations will spend their time overseeing the operational, facilities, and administrative needs of the organization and its headquarters building. This position must demonstrate a well-informed understanding of the programs and services that Breathe Southern California provides to the community.
Essential Duties and Responsibilities
ADMINISTRATIVE/FINANCE/PROCUREMENT
- Develop and manage administrative operations that effectively support all organizational activities.
- Oversee management of trusts and annuities and communication with trustees, executors, attorneys, annuitants, as needed.
- Assist with financial and banking issues such as accounts receivable and accounts payable.
- Assist in the processing of deposits to appropriate accounts.
- Oversee centralized procurement and credit card accounts and policies.
- Reconcile credit card statements.
- Prepare the appropriate annual tax forms for annuitants.
- Maintain organized files of trust documents, banking documents, procurement, taxes, insurance policies, personnel documents, key correspondence, etc.
- Manage and implement the document retention and destruction policy.
- Convert/scan old files to the Cloud.
- Support CEO as needed on litigation and legal matters.
- Manage, track, and maintain all subscriptions (e.g., periodicals, software, etc.), organizational dues (e.g., chambers of commerce, nonprofit orgs., etc.), licenses, permits, certifications,
- Provide operational and administrative assistance for board meetings, events, and vendor visits.
PERSONNEL/HR/BENEFITS
- Work closely with our HR consultant and payroll vendor to address personnel issues and needs.
- Maintain and implement onboarding protocols.
- Oversee onboarding of new employees.
- Assist with onboarding and offboarding of staff. Serve as one of the two main staff contacts for needs, concerns and grievances related to HR, benefits, payroll, IT, and all other personnel matters.
- Serve as the designated civil rights coordinator to coordinate efforts to comply with the organization’s Equal Employment Policy and all obligations under Local, California, and Federal Non-Discrimination Laws, Rules, and Regulations.
- Create and maintain personnel files for all employees.
- Serve as liaison to the managers of the organization’s retirement and benefit plans.
- Work with our Benefits Consultant to manage the selection of health plans and other employee benefits to make sure we are getting the best options for our employees at a reasonable rate.
BUILDING FACILITIES
- Work with property management firm and security firm regarding building facilities and security matters.
- Oversee on-site security protocols and immediate security needs.
- Coordinate with property manager and tenants to meet and accompany technicians, service personnel, and vendors in the building.
- Manage two operations/facilities employees.
- Assist with building tenant matters.
OPERATIONS
- Establish, improve, and implement policies, protocols and systems for the effective and efficient management of the organization’s operational and administrative needs.
- Write correspondence as needed.
- Establish and maintain a calendar of all organizational obligations (e.g., annual registrations, etc.)
- Make sure all required local, state and federal forms, certifications, and registrations are up to date and submitted on time.
- Work with IT consultant on administrative management of hardware, software, Cloud, Wi-Fi, telecommunications, and all other computer-related matters.
- Maintain inventory of computer and telecom hardware, building keys, access fobs, and any other items provided to staff.
- Oversee procurement of items for the organization’s work, facility needs, as well as items needed for the building (e.g., restroom supplies, cleaning supplies, etc.)
- Work with insurance broker to track policies, obtain documents from insurers, make and document claims, and any other related matters.
- Manage and oversee selection process for vendors handling IT, property management, security, HR, benefits, insurance, etc.
- Coordinate with outside vendors on graphic design, printing, production of branded promotional items, repair and maintenance of office equipment, ordering office supplies and furniture, moving furniture, etc.
- Liaison with government agencies regarding compliance with building, administrative, and organizational obligations
- Responsible for other activities as assigned by the CEO.
Required Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
- Detail-oriented, highly organized, and efficient, and able to balance priorities and take initiative.
- A results-oriented team player with high professional standards, attention to detail, and commitment to the nonprofit sector
- Excellent organizational and time management skills to effectively prioritize tasks and meet deadlines.
- Ability to work well under pressure in a demanding environment and handle several projects at one time.
- A self-starter who works well independently and as a member of a team.
- Good judgement with strong problem-solving abilities to identify issues and implement appropriate solutions.
- Availability for weekend/evening board meetings and special event activities.
- Strong writing and verbal presentation skills.
- Ability to multi-task.
- Experience planning meetings and events.
- Knowledge of Microsoft Office and Google Docs. Proficient in Microsoft Word, Excel, and Canva.
Desirable Qualifications:
- Nonprofit experience in Southern California preferred
- Professional experience with public health and/or environmental organization(s) preferred.
- Fluency in Spanish.
This job description reflects management’s assignment of essential functions. It does not prescribe or restrict responsibilities that may be assigned.
Salary and Benefits: Salary $75,000-95,000 DOE. Breathe SoCal offers an excellent work environment, and a competitive benefits package including:
- Retirement Plan
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule: Monday to Friday with evenings and weekends as needed
Work Location: Los Angeles, CA 90036. This is not a hybrid position. We can only consider candidates who are based in Southern California and are willing to work in our office 5 days per week. Our office is located in Los Angeles’ Miracle Mile neighborhood.
Breathe Southern California is an Equal Opportunity Employer.
Job Type: Full-time
Pay: $75,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
