Feeding San Diego Looking for Director of Staff & Administrative Operations at San Diego, CA Full Time

Feeding San Diego is a non-profit organization on a mission to connect every person facing hunger with nutritious meals by maximizing food rescue. Established in 2007, Feeding San Diego rescues surplus food from local and national food donors before it goes to waste and gets it to people facing hunger in San Diego County. It is the only Feeding America partner food bank in the region.

Feeding San Diego is dedicated to building a team that reflects the diverse county we serve, including those with varying backgrounds and life experiences. Applicants who strengthen our team through personal knowledge of poverty and food insecurity, as well as members of marginalized groups, are encouraged to apply.

, Job Description

The Director of Staff Operations at Feeding San Diego is a leadership role reporting directly to the CEO. Collaborates closely with the executive team, ensuring alignment with organizational goals, driving operational excellence, and facilitating timely decision-making. Serve as administrative support to the CEO, and to chairperson and committee chairs on the Board of Directors. This position requires a dynamic individual who can balance strategic vision with tactical execution.

Essential Duties And Responsibilities

The following duties and responsibilities are those considered to be essential but do not represent all the job functions that may be required to be performed by this position. Other comparable duties and responsibilities may be assigned as needed. Occasional evening or weekend work is required as a condition of employment.

Executive Support

• Provide direct support to the CEO, managing calendar, schedules, travel arrangements, visits to FSD and external facilities, and catering
• Complete administrative tasks for the CEO as requested and approved by the CEO
• Open mail, answer phone inquiries, prepare reports and correspondence
• Handle confidential information with discretion
• Anticipate the needs of the CEO and leadership team to reduce and eliminate overhead

Strategic Partnership

• Work closely with the CEO to monitor and report on progress toward the organization’s strategic initiatives
• Serve as a trusted advisor, providing insights and recommendations on critical matters
• Foster cross-functional collaboration across departments

Operational Excellence

• Partner with the executive team on cross-department execution of the Feeding San Diego strategic objectives initiatives
• Oversee day-to-day general office operations, identifying areas for improvement and implementing streamlined processes
• Coordinate and schedule All-Staff events
• Front Desk supervision and Office administration to exemplify organization values of respect, responsiveness and professionalism
• Manage and mentor Administrative Assistant
• Function as HR Liaison in collaboration with outsourced HR Consultant to manage the recruitment and onboarding process, maintenance and compliance of employee records, and performance reviews
• Function as Training Liaison in collaboration with contracted third parties to rollout All-Staff trainings
• Manage special projects and initiatives as assigned

Communication and Coordination

• Facilitate communication flow between the CEO, leadership team, and staff
• Prepare executive-level presentations, reports, and briefings on behalf of the CEO
• Maintain corporate files and contract information
• Preserve confidentiality on multiple fronts, including but not limited to donor activity, executive team correspondence, board activity, financial information, human resource and personnel records
• Coordinate high-level meetings, ensuring agendas are clear and objectives are met
• Maintain a professional demeanor in all interactions with staff, visitors, volunteers, Board members, donors, media, and agency representatives

Strategic Planning and Execution

• Conduct research and analysis on assigned topics to inform decision-making.
• Monitor trends and activities of other hunger relief related non-profit organizations as it relates to legislative initiatives and training opportunities for FSD staff
• Capitalize on partnership opportunities with external partners, donors and community stakeholders in coordination with executive team
• Legislative liaison to support CEO and Advocate in legislative initiatives

Change Management

• Drive organizational change initiatives as outlined by the CEO, ensuring smooth transitions
• Anticipate potential challenges and develop mitigation strategies

Stakeholder Engagement

• Function as Board liaison by attending meetings, prepare and distribute meeting agendas and packets, compile and distribute meeting notes, maintain committee and Board documentation and correspondence, and coordinate CEO participation in Board-related activities
• Monitor compliance matrix of the Feeding America partner agreement in support of the Governance Committee Chair
• At CEO direction, cultivate relationships and coordinate meetings with external partners and community stakeholders
• Represent Feeding San Diego at events and conferences as needed

INTERACTION

This position will interact closely with the CEO, Board members, the senior leadership team, staff consultants and staff. This position also requires interaction with a broad range of internal and external parties including elected officials, private sector donors and corporate representatives.

, Qualifications

EDUCATION/YEARS EXPERIENCE

Bachelor’s degree in communication, business administration, public administration, or related field and certified project management professional. Proven experience in a senior leadership role, ideally within a nonprofit organization. 10+ years of professional experience.

Knowledge, Skills And Abilities

The Director of Staff Operations will be a professional individual with an aptitude for analytical thinking and problem solving. This position requires the ability to anticipate the needs of the CEO to protect time, workload and priorities. The individual must be responsible, well organized, detail-oriented and demonstrate initiative. Possess excellent communication skills, ability to work both collaboratively and independently, and effectively multi-task multiple projects and deadlines.

• Exceptional written and oral communication
• Demonstrates good judgment and exceptional attention to detail
• Ability to quickly resolve conflict using tact, sensitivity, and discretion
• Excellent organizational and project management skills; PMP certification
• Professional demeanor with an aptitude for analytical thinking and problem-solving
• Responsible, well organized, and demonstrated initiative
• Excellent customer service skills, both in-person, virtually, and on the telephone
• Ability to work under pressure with tight deadlines and thrive in a fast-paced, dynamic environment
• Ability to work independently and collaboratively; follow through on tasks with minimal supervision
• Proficiency in Microsoft Office, Word, PowerPoint, Excel and Outlook
• Knowledge of nonprofit organizational practices
• Passion for and commitment to Feeding San Diego’s mission to alleviate hunger and food insecurity

TOOLS AND EQUIPMENT USED

Personal computer, multi-line phone, copier, and printer.

LICENSES/CERTIFICATIONS

Must have reliable transportation and possess and maintain a valid California driver’s license, a satisfactory driving record, including proof of personal vehicle insurance coverage and insurability under the Agency’s insurance carrier standards.

Physical, Mental And Environmental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to:

• Work in an office adjacent to a warehouse setting with occasional travel to other locations in San Diego County.
• Prioritizes and multi-task work and projects requiring good memory, concentration, and analytical thinking.
• Occasionally is required to perform the safe operation of office equipment and machines and recognize and abate safety hazards within the workplace.
• The noise level in the work environment is usually quiet but this office is maintained in a distribution center with machinery and large trucks.

Additional Information

Feeding San Diego provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Pay Range

$80,000 to $115,000

Why You’ll Love It Here

• Employer sponsored healthcare benefits at platinum level for medical
• 401K retirement plan with company matching
• Hybrid/Flexible work environment; Attractive, welcoming office
• Supportive time off policies including vacation, sick, & company holidays; accrue 20 days of PTO in first year
• Learning & development and recognition programs
• Your work has a real purpose and will help change lives in San Diego County.
• Supportive and engaged Board of Directors
• You’ll be part of a fun, supportive team that works hard and celebrates accomplishments together.
• We live by our core values: Agility, Stewardship, Collaboration, Environment, Nutrition & Dignity.
• 100% of our workforce believes in our mission and vision
• Commitment to Sustainability – We prioritize food rescue to feed people not landfills. Food waste goes to local hog farms.