Associate Manager, People and Operations in Oakland, California at Children Now

Children Now is a nonpartisan, whole-child research, policy development, and advocacy organization dedicated to promoting children's health, education and well-being in California. Children Now employs a game changing, anti-racist connector strategy to mirror and ultimately exceed the power of other established interest groups. Children Now also coordinates The Children's Movement of California, a network of more than 5,6300 parent, student, civil rights, direct-service, business, labor and faith, and community-based organizations working together to make children a top priority in public policy. Learn more at www.childrennow.org including about Children Now's core organizational values.

Position Description

The Associate Manager of People and Operations plays a central role in ensuring operational efficiency and seamless facilities management at Children Now. This position requires a strong foundation in operational coordination, facility oversight, and basic financial knowledge. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication and problem-solving skills. Proficiency in using spreadsheets and facility management tools is essential.

Ideal applicants will be fast learners, able to handle a high volume of work quickly and efficiently, with excellent recall and superior attention to detail. A successful candidate will be able to manage a variety of issues at once, often changing from one task or project to another of a different nature, based on priorities. They should have a versatile skill set, including excellent organization, communication, and analytical skills, to support a variety of different organizational functions. This position is ideal for someone interested in nonprofit operations, who enjoys learning and direct implementation of organizational policies and procedures. The ideal candidate is positive, has a strong work ethic and shares our deep commitment to racial equity and Children Now's mission. While candidates may have strength and experience in certain areas outlined below and less skill or experience in others, the expectation is that one is open and willing to learn and develop skills to address gaps. This position will have an opportunity for a hybrid work environment and will report to the Director, People and Operations.

Primary Responsibilities
Operations Management (25%)

• Coordinate and streamline day to day functions to ensure effective workflow and process efficiency.
• Responsible for Oakland office management including, but not limited to, telephone and internet services, mail distribution, connecting with building management and providing general support to the Operations function.
• Analyze, organize and document office operations and procedures to increase efficiency and productivity, and reduce costs wherever possible
• Ensure that the operations meet existing policies and that procedures are up to date, writing new ones as needed, in support of the mission.
• Equipment management, including technology devices. Maintain/update the system to track, order, and disburse equipment and devices.
• Maintain the safety of the organization, including updating emergency action plans and conducting training.
• Implement and maintain operational systems that support the organization's strategic goals.
• Assist with the preparation for and response to audits, inspections, and reviews by regulatory bodies.
• Improve and maintain communication channels that effectively and efficiently inform staff of important deadlines.
• Update, create, and maintain resource management systems to ensure accurate accounts of regional technology resources.
• Other duties to ensure building operations are running smoothly and staff experience is optimized.

Facilities Management (15%)

• Coordinate with vendors and service providers to manage facility repairs, upgrades, and supplies.
• Maintain and oversee the upkeep and functionality of the Oakland office.
• Develop and manage facility-related budgets, ensuring cost-effective solutions.
• Coordinate facility-related repairs, maintenance schedules, and safety inspections.
• Serve as a point of contact for staff inquiries related facilities.

Financial Operations Support (30%)

• Assist in the annual budget process by managing the budget creation of all Operations expense accounts.
• Manage the reconciliation of employee timecards in Children Now's timekeeping system, ensuring time, project allocations, and staff lobbying reports are accurate and maintain records of all timesheets for audit purposes.
• Verify that all project descriptions, activities, and required notes are accurately recorded.
• Confirm that all timesheets have been reviewed and approved by employees and managers prior to payroll submission.
• Cross-check vacation and sick leave balances to ensure accuracy in payroll processing
• Deposit checks, as needed.

People Operations Support (30%)

• Support the People team with employee onboarding and offboarding processes.
• Support enhancement of People functions including recruitment, onboarding, and people operations
• Collaborate on initiatives to enhance staff events and office culture.
• Serve as a point of contact for staff inquiries related to Paylocity and timekeeping.
• Champion racial equity initiatives throughout all operations
• Foster a positive and inclusive work environment, promoting employee engagement and retention.

• Bachelor's degree, with proven experience in operations, facilities management, or a similar role;
• Strong organizational skills with an ability to manage multiple priorities and deadlines.
• Proficient in using time-tracking, financial, and spreadsheet tools (e.g., Paylocity, Excel).
• Excellent communication and problem-solving abilities.
• Attention to detail, especially when supporting managing budgets, timesheets, and operational tasks.
• Knowledge of payroll processes, project allocation, and reporting is a plus.
• A collaborative mindset and the ability to work effectively across teams.
• Advanced working knowledge of Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Able to work effectively with others in a vibrant, diverse and multicultural environment.
• Ability to exercise independent judgment to make informed decisions and manage tasks effectively.