Office and Operations Manager

Job Description

Job Description

Position Summary:

The California Black Health Network (CBHN) is seeking a highly organized, proactive, and results-oriented Office & Operations Manager to serve as the operational backbone of our organization.

This is not a traditional administrative position. This role is responsible for ensuring the day-to-day operations of the organization run smoothly, efficiently, and professionally while providing critical support across finance, accounting, human resources, and organizational operations.

The successful candidate will be a self-starter who thrives in a fast-paced nonprofit environment, exercises sound judgment, solves problems independently, and consistently identifies opportunities to improve systems and processes. They must be equally comfortable managing financial transactions, overseeing office operations, supporting staff, and ensuring organizational compliance.

The Executive Director relies heavily on this position to ensure CBHN operates efficiently so leadership can focus on advancing the organization's mission, partnerships, fundraising, advocacy, and statewide impact.

This position requires someone who is dependable, accountable, highly responsive, and capable of working with minimal supervision while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities:

Office Operations & Business Management

Serve as the primary manager of CBHN's daily operations and office infrastructure.

Responsibilities:

·     Oversee all day-to-day office operations for both in-person and virtual work environments. 

·     Develop, implement, and continuously improve operational systems and workflows. 

·     Ensure organizational policies and procedures are consistently implemented.  

·     Manage office vendors, technology platforms, equipment, telecommunications, and service providers. 

·     Maintain a highly organized office environment that supports staff productivity. 

·     Monitor organizational calendars, deadlines, contracts, renewals, insurance, licenses, and operational requirements. 

·     Identify inefficiencies and recommend improvements that increase productivity and reduce administrative burden. 

·     Maintain organizational filing systems, records management, document retention, and compliance. 

·     Manage organizational software platforms and recommend new operational technologies when appropriate. 

·     Produce operational reports and dashboards that help leadership make informed decisions.

·     Coordinate travel arrangements and meeting logistics. 

·     Anticipate leadership needs and proactively solve operational issues before they become problems. 

Finance and Accounting Operations

Serve as the primary internal coordinator for CBHN's financial operations while working closely with the external accounting firm.

Responsibilities:

·     Manage all accounts payable and accounts receivable activities. 

·     Process invoices using Bill.com. 

·     Maintain vendor files and payment schedules. 

·     Ensure invoices are coded accurately and processed on time. 

·     Monitor organizational cash flow and upcoming financial obligations. 

·     Maintain accurate financial records and supporting documentation. 

·     Coordinate monthly bank reconciliations with the accounting team. 

·     Assist with monthly financial close activities. 

·     Prepare deposits and maintain banking records. 

·     Review financial transactions for completeness and accuracy before submission to accounting. 

·     Track grant expenditures and monitor spending against approved budgets. 

·     Prepare reports regarding accounts payable, receivables, outstanding invoices, and budget activity. 

·     Support preparation of annual audits and financial reviews by organizing requested documentation. 

·     Work proactively with the Executive Director and accounting partners to resolve discrepancies quickly. 

·     Maintain proficiency in QuickBooks, Bill.com, ADP, Excel, and other financial systems.

• Draft correspondence and organizational communications. 

Human Resources & Organizational Administration

Support the employee lifecycle and organizational policies.

Responsibilities:

·     Coordinate recruiting, interviewing logistics, and hiring processes. 

·     Manage onboarding and offboarding. 

·     Coordinate background checks and employment verification. 

·     Maintain employee personnel files. 

·     Coordinate benefits administration with external vendors. 

·     Support payroll administration through ADP. 

·     Ensure compliance with employment policies and organizational procedures. 

·     Maintain employee handbook updates. 

·     Support performance review processes. 

·     Assist leadership with staff training and professional development coordination. 

·     Monitor compliance with required employment documentation and reporting.

Other

Required Qualifications

·     Bachelor's degree required. 

·     Minimum of 5 years of progressively responsible experience in nonprofit operations, office management, finance, business administration, or organizational management. 

·     Demonstrated experience supporting executive leadership. 

·     Strong nonprofit financial management experience. 

·     Experience working with external accounting firms. 

·     Experience supporting grant-funded organizations preferred. 

·     Experience managing multiple competing priorities with minimal supervision. 

Technical Skills

Must be highly proficient in:

·     QuickBooks 

·     Bill.com 

·     ADP 

·     Microsoft Excel (advanced) 

·     Microsoft Office Suite 

·     Outlook 

·     Microsoft Teams 

·     Zoom 

·     SharePoint or cloud document management systems 

·     Project management software

Physical Requirements

·      Work is primarily sedentary, with some light physical activity.

·      Must be able to exert or lift up to 20 pounds of force occasionally.

·      Travel may be necessary up to 10%.

·      Skilled operation of a computer, copier, and telephone is required.

·      Sacramento-based in office, possibly hybrid one day a week 

Work Environment

·    Report to the Executive Director on a regular basis 

·    Participate in regular staff and partner meetings.

·    Support CBHN strategic initiatives and projects,

·     Occasional travel within the state may be required.

Compensation

Negotiable. Commensurate with experience. Excellent benefits provided.

To Apply

Submit your application in a Word or PDF document including a cover letter, resume, and a writing sample (no longer than 5 pages) to: View email address on ziprecruiter.com subject: Office and Operations Manager Position.

Position open until filled.

CBHN is an equal opportunity employer and is committed to identifying and                               developing the skills and leadership of people from diverse backgrounds.