Job Openings

BCS Operations Manager (Administrative Support)

Non – Exempt Employee: 40 hours

Hybrid – Four days in the office; one day off site

Open to 75% – 80% time

Flexible hours between 7:30am – 6:30pm

Salary Range for full time role $65,000 – $75,000

About BCS

Berkeley Community Scholars bridges the opportunity divide for college-bound Berkeley youth by providing need-based scholarships, connections, and other support instrumental to success in college and beyond.

Our program provides four tiers of service: (1) Case management and coaching by professional College Success Advisors (CSA) who support students through academic, socio-emotional, and financial decisions; (2) Mentorship from community volunteers who provide moral support and share their social capital and connections and and (3)  Career Readiness planning and workshops to prepare our scholars to enter the world of full time career work after completing their degree and (4) Scholarship dollars to help close the gap between the true cost of attending college and financial aid received; 

Position Summary

The Operations Manager  reports to the Executive Director and is responsible for providing general support for the organization’s program focusing on support for the advising team, the development, and finance efforts. The position is non-exempt and its duties include, but are not limited to:

Duties:

Non-Exempt

Board Relations (5%)

  • Collect minutes from board meetings and essential board conversations
  • Collect all board documents and file in google folder
  • Schedule and calendar board meetings annually

Program Support (30%) 

  • Coordinate scholar data input reporting into Salesforce 
  • Create templates and procedures for calendaring the following meetings
  • Staff
  • Board
  • Standing Committee
  • Task force when needed
  • Community Calendar for key meetings for staff and board – shared calenda
  • Coordinate the Emergency Fund and Finish Line application process and implementation
    • Scholars/advisors send final draft to you 
    • Set folder for applicants/discussion/decisions
    • Set and facilitate meetings with task force
  • Advisor Support
    • Coordinate scholar input reporting into Salesforce with advising staff
    • Coordinate and implement  donor entry and reporting into Salesforce
    • Coordinate office supplies, cleaning services, office maintenance
    • Collect all board documents
    • Review and update Google folder
    • Coordinate and Send Newsletters

Development and Communications Support (35%)

  • Ongoing maintenance/clean-up of Salesforce database to ensure accurate information
  • Run reports using Salesforce and Excel to continuously monitor data quality
  • Perform data entry and data management: enter/update all donor, volunteer, and vendor information and enter/update all activities, campaigns, donations, grants, and in-kind donations
  • Run reports for frequent mailings including email, direct mail, pledge reminders, etc.
  • Work with Development Contractor on various projects(MG)
  • Support ED in setting up meetings with Major Donors
  • Provide timely support to scholars, donors and volunteers including calling and emailing donors regarding their donations 
  • Devise annual calendar with Communications
  • review and revise website monthly
  • review and update Facebook, Instagram and Twitter 
  • coordinate all non-profit filings with Fed, State and local agencies
  • Support ED in reviewing and editing all external communications
    • Coordinate internal scholar, mentor and board communication with advising staff
  • Monthly emails to scholars
  • Quarterly emails to mentors
  • Invitations to events/Registration to events
  • Reminders to scholars regarding semi- annual reports

Accounting/General Support (25%)

  • Collect mail from PO Box, YMCA and Office 
  • Work with Financial Contractor (NPI) to deposit checks to bank
  • Submit copies of deposited checks and reports to NPI (Financial Contractor)
  • Distribute checks to scholars and staff reimbursements
  • Coordinate dual check signing when necessary
  • Manage credit card use and receipts and submit monthly to NPI
  • Collect all W9’s needed for January deadlines
  • Collect mail from PO Box , YMCA and Office
  • Submit checks and reports to NPI (Financial Contractor)s
  • Review checks not deposited

Support and Organizational Coordination ( Office, Events, Technology) (5%)

  • Coordinate office supplies, cleaning services, office maintenance
  • Perform general duties, undertake research projects, and handle other special projects as assigned
  • Review and revise and manage Google folder
  • Coordinate Technology
    • Devise annual calendar 
    • review and revise website monthly
    • Monthly check in with PCS
  • Liaison with Event Planner (BOFA)
  • Coordinate plan for all major events
  • Summer Celebration(s)/Recognitions
  • Donor  and Mentor Appreciation
  • Fall Event
  • Winter Event
  • Holiday Party
  • Other Small Group Activities

Qualifications

Preferred:

  • Bachelor’s Degree 
  • Organizational Management
  • Education
  • Communications
  • 5-7 years’ experience in small to medium sized office
  • Racial Equity Awareness and appreciation
  • Worked with high school and college aged students
  • “All hands-on deck” mentality when necessary
  • Bilingual – Spanish/Mandarin
  • Some bookkeeping experience or understanding of basic accounting processes
  • Comfortable with various technological skills (see below)

Required:

  • Higher Education experience
  • 3-5 years’ experience in office setting
  • Appreciation and awareness of racial equity agenda
  • Organized
  • Personable among a diverse group of people (age, ethnicity, economics, lifestyle)
  • Believes that college is necessary for providing a multitude of social, emotional and economically opportunities
  • Self-motivated and proactive 
  • Detailed oriented/thorough
  • Multitasked driven
  • Computer literate and proficiency with/or able to learn quickly
  • Salesforce
  • MailChimp
  • Canva
  • Zoho
  • Bubble
  • Website update
  • Microsoft Office applications
  • Google applications
  • Out of the box thinker
  • Kind, patient

Skills and attributes

  • Ability to perform tasks with a high degree of accuracy and attention to detail, as well as an ability to take initiative and anticipate informational needs as situations and projects develop
  • Ability to compose correspondence and documents. Possess strong writing and editing skills and a critical eye for proofreading
  • Ability to exercise tact, diplomacy, judgment and discretion, particularly related to sensitive or confidential information
  • A sense of humor, flexibility, and the ability to contribute to a collegial, respective and supportive office environment
  • Ability to lift and carry 20lbs (office supplies, event materials etc.
  • Can transport supplies; walk or drive to pick up or drop off mail

Compensation

This permanent position offers competitive compensation and benefits. The Salary range is $65,000 – $75,000.  The benefits include, medical, dental, vision, EAP, commuter, PTO, computer, large screen, cell phone allowance, retirement.

Please send your cover letter and resume to savannah@berkeleyscholars.org