Operations Program Manager

Job role: Operations Program Manager
Duration : 6-month contract to hire
Location: San Jose, CA 95112 onsite


The position provides leadership to the administrative support team, coordinates Board and Committee meeting operations, develops and improves administrative processes, and ensures the efficient delivery of administrative services that support the department's business operations.
The ideal candidate is a collaborative and customer-focused leader with strong supervisory, organizational, and communication skills. The successful candidate will have experience leading administrative staff, managing competing priorities, improving business processes, and working effectively with executive leadership, Board Trustees, consultants, City departments, and external stakeholders.


Typical Duties:


Will primarily be responsible for the following duties:

• Supervise the Administration Team by assigning, prioritizing, and monitoring workloads to ensure timely, accurate, and high-quality administrative support.
• Coach, mentor, and develop administrative staff by providing ongoing guidance, performance feedback, training, and opportunities for professional growth.
• Plan, organize, and oversee the day-to-day operations of the Administration Team in support of ORS and its two Boards of Administration.
• Ensure delivery of high-quality administrative services through exceptional customer service, operational excellence, and responsive support to internal and external stakeholders.
• Develop, implement, and continuously improve administrative policies, procedures, workflows, and office practices to enhance operational efficiency and service delivery.
• Research, analyze, and recommend improvements to administrative operations, business processes, and customer service. Prepare reports to summarize recommendations to departmental initiatives and special projects.
• Oversee the coordination and administration of Board and Committee meetings, including meeting logistics, agendas, meeting materials, meeting technology (e.g., Zoom), public comment procedures, and post-meeting follow-up to ensure meetings are conducted efficiently and effectively.
• Direct the preparation and quality review of Board materials (including agendas and minutes), Board reports (such as travel, attendance, and education reports), correspondence, resolutions, and other ORS documents to ensure accuracy, completeness, consistency, and professionalism.
• Ensure ORS documents, Board materials, and any public-facing content comply with applicable accessibility standards, including the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG).
• Coordinate administrative support for departmental procurement, contract administration, governance and compliance activities, and other administrative areas, as necessary.
• Ensure administrative operations are carried out in accordance with applicable Board governance documents, City policies, departmental procedures, and records retention requirements.
• Maintain and continuously improve departmental records management practices and administrative filing systems.
• Facilitate effective communication and coordination between City departments, Board Trustees, consultants, vendors, retirees, and other stakeholders
• Coordinate special projects, department-wide initiatives, and other administrative activities as assigned.
• Exercise sound judgment, professionalism, and discretion while handling confidential, sensitive, and complex matters.
• Effectively manage multiple competing priorities and ensure timely completion of assignments in a fast-paced environment.
• Provide executive-level administrative support to the Director of Retirement Services (CEO) and executive leadership, as needed.
• Perform other duties of a similar nature or level as assigned.

Minimum Qualifications:

• Education: Associate of Arts degree from an accredited college in business or a closely related field
• Experience: Five (5) years of progressively responsible work experience in the business field and/or office management.

Other Qualifications:

• Knowledge of standard principles of organization, administration, and supervision.
• Knowledge of report-writing techniques, principles of editing, English usage, spelling, grammar, punctuation, office practices and procedures.
• Knowledge of and ability to operate standard office equipment and computer software programs.
• Ability to exercise independent judgment and initiative regarding administrative matters.
• Ability to handle sensitive and confidential information.
• Ability to understand, interpret, and apply instructions, rules, and policies.
• Ability to establish and maintain effective working relations with a wide spectrum of employees, officials, and the public.
• Ability to express oneself clearly and concisely orally and in writing.
• Ability to do independent research and to collect, compile, analyze, and interpret data on a variety of issues and assimilate information into reports.
• Ability to monitor a number of projects and ensure adherence to timelines.