Assistant Director of Operations

Job Description

Job Description

Santa Barbara Botanic Garden is seeking an Assistant Director of Operations to support daily functions in our 78-acre public garden at a time of strategic growth and heightened public recognition in our Centennial year. The Assistant Director will work closely with the Director of Horticulture & Operations to plan and implement facilities projects onsite, including overseeing equipment, building and infrastructure updates to our campus. This role will also assume administrative oversight and help guide strategic direction of the Garden’s Retail and Guest Services programs, in close consultation with the Managers of these teams. Additionally, the Assistant Director will be directly involved in supporting the execution of capital projects associated with our Centennial campaign, in coordination with our design team and contractors. Key proficiencies for success will include efficiently managing departmental workload, establishing project priorities, coordinating vendors and contractors, maintaining records and budgets, and supervising Operations staff in partnership with the Maintenance, Retail, and Guest Services Managers.

Furthermore, the Assistant Director will serve as the Departmental Lead for Information Technology (IT) administration and projects, overseeing the Garden’s contract with our managed service provider (MSP) and providing support to all staff on help desk ticket requests to ensure resolutions are handled in a timely fashion. This support will extend to strategic IT projects, including reviewing and updating related infrastructure and equipment such as network architecture, servers, and procurement of devices and peripherals.

The Assistant Director will join a leadership team in the Horticulture & Operations department which includes individual Managers of Maintenance, Retail and Guest Services, alongside counterpart Managers of Grounds, Nursery and Living Collections. This position serves a critical role while preparations are underway for major construction projects, which will be forthcoming in late-2027, and will serve as a liaison between the Director of Horticulture & Operations and staff from other departments, ensuring that updates are efficiently communicated across the organization. This FT exempt position reports directly to the Director of Horticulture & Operations and is classified at the Assistant Director/Principal Investigator pay range.

Essential Duties:

Departmental Leadership

• Provide day-to-day leadership and oversight of Operations Managers and key staff including setting work priorities and managing department needs and resources.
• Coach and support departmental managers; promote professional development; and foster a collaborative, accountable, inclusive, and safety-focused departmental culture.
• Participate in hiring, training, evaluation, and promotion of direct reports; contribute to annual performance evaluations; provide commendation and/or disciplinary recommendations, when required.
• Serve as Leader of the Garden’s Safety Committee, which is comprised of representatives from all departments at the Garden. Organize quarterly meetings of the Committee to discuss safety improvements and plan safety projects at the Garden.
• Manage administration of annual IT Managed Service Provider contract. Serve as main contact with vendor to ensure efficient resolution on help desk ticket requests, strategic upgrades of IT equipment and strong cybersecurity posture. 
• Manage administration of annual custodial contracts.
• Attend routine meetings such as bi-monthly Managers-Directors' meeting, quarterly Horticulture & Facilities Committee with external advisors, and weekly departmental Managers’ meeting

Operational Coordination

• Collaborate with departmental managers to establish priorities and monitorsafety, aesthetic and visitor-readiness standards for Garden buildings, equipment, infrastructure, pathways and public areas.
• Coordinate contractors, consultants, vendors, and other external partners performing specialized facilities, general maintenance and custodial work; monitor performance, schedule, scope, safety, and adherence to contract requirements as well as Cal/OSHA standards.
• Plan, schedule, coordinate, administer and monitor projects using Garden’s task management software- ClickUp
• Lead Facilities team safety and risk-management efforts across campus to identify potential hazardspresent inlandscape and buildings. Prioritize repairs in a timely manner.
• Partner with Human Resources to ensure Facilities staff compliance with required safety trainings, e.g. welding, ladder, hazardous materials, etc.
• Direct and supervise Facilities staff in handling event set-ups to support all departments at Garden.
• Assist Director of Horticulture & Operations in developing and managing departmental budgets for labor, materials, tools, vehicles, equipment, deferred maintenance, contractors, and professional services; monitor expenditures wisely and contribute to equipment replacement scheduling and capital planning priorities.
• Support annual operational budget administration through obtaining estimates, tracking expenses, purchase review, account coding, and approval of invoices.
• Maintain accurate departmental records, including project files, contracts, work orders, training records, and financial documentation.
• Perform other related administrative, supervisory, and project management duties as assigned.

Requisite Knowledge and Abilities: 

• Knowledge of facilities management, project coordination, contractor administration, budgeting, and staff supervision.
• Working knowledge of building and equipment maintenance, including plumbing, electrical, HVAC, irrigation, carpentry, fleet/vehicles, and associated trades.
• Strong leadership skills, including employee coaching, performance management, and identifying professional development and skills building opportunities for direct reports.
• Ability to establish priorities, manage multiple concurrent projects, work under pressure, and effectively allocate resources.
• Ability to exercise sound judgment, solve problems, maintain confidentiality, and work effectively in a collaborative environment.
• Ability to successfully communicate and coordinate work across an internal organization, and with outside contractors and vendors.
• Computer proficiency, including using Microsoft Outlook, Excel, Word, and PowerPoint; ability to learn ClickUp project management software and new technology platforms as needed.

Qualifications and Experience:

• Minimum of five years of experience in facilities management, operations, project coordination, construction administration, property management, or related field.
• Minimum of three years of supervisory experience.
• Experience managing departmental workloads, coordinating multiple projects, and working with contractors and vendors.
• Experience with budgeting, purchasing, invoice processing, and expense tracking.
• College degree in facilities management, business administration, project management, construction management, or related field preferred. Equivalent experience may be substituted for education.
• Conversational Spanish ability preferred.

Certificates and Licenses:

• Must have valid California Driver License and maintain an acceptable driving record.
• Professional training or certifications in facilities management, project management, workplace safety, or supervision preferred.

Physical Functions:

• Tolerance of an outdoor work environment including extreme temperature fluctuations such as heat and cold, rain, dust, allergens, poison oak, insects, small wild animals, and sun exposure
• Ability to perform physically strenuous work assignments, 8 hours a day regularly.
• Ability to stand/walk for extended periods of time over varied terrain, lift and safely carry 50 lbs., bend, squat and use heavy tools safely