Position Title: Operations Manager

Report to: Chief Financial/Operating Officer

FLSA Status: Exempt Regular Full-Time

Position Summary:

The Operations Manager is responsible for managing daily internal office operations, including office management, human resources, technology, grants and contracts management, and donor database management. The Operations Manager will provide internal leadership to organization staff while adapting to a continually evolving deadline-oriented environment and managing two administrative staff members.

Key Responsibilities:

  • In collaboration with the CFO/COO, lead internal day to day administration of the organization and promote open communications and strong working relationships
  • Ensure that a solid system of policies and procedures exist to guide day-to day operations, ensuring appropriate decision-making, and suggest improvements to CFO/COO
  • Maintain continuous lines of communication with staff, and keep CFO/COO informed of all organizational occurrences and/or critical issues
  • Supervise the organization’s administrative staff: Reception and Administrative Associate and the Administrative Travel Coordinator
  • Oversee contracts and grants management: develop and manage a contracts and grants management system to efficiently track and monitor current organizational contracts
  • Maintain relationship with IT consultant and work to strengthen overall IT infrastructure to enhance data security
  • Monitor, manage and improve the efficiency of all third party vendors
  • In collaboration with the CFO/COO, secure coverage and ensure compliance with all insurance contracts including general liability, D&O, and other professional coverage
  • Support the CFO/COO with risk management and legal activities; letters of agreement, contracts, leases; other legal documents and agreements
  • Manage the organization’s human resources functions: responsibilities include recruitment, hiring, retention, and exiting of employees, benefits administration, leave benefits, and ensuring the organization is current and in compliance with all relevant federal, state and local laws and regulations.
  • Attend to a talent management strategy, including an effective performance management system, with goal-setting, assessment, and professional development
  • Provide coaching and mentoring as appropriate to resolve employee relations issues
  • Foster an open and engaging culture to build morale and support employee growth and development
  • Develop and maintain a donor database and ensure ongoing integrity and accuracy of database
  • Process gifts, confirm matching gift requests and prepare, manage and mail acknowledgement letters and pledge reminders

    Qualifications:

  • Bachelor's Degree in relevant field or Associate's Degree and commensurate experience required with a minimum of 5-6 years successful experience in operational management reflecting levels of increased responsibility.
  • Proven management leadership skills, while taking a “hands on” implementation approach when needed in a small organization
  • Demonstrated experience in business and organizational development, human resources, information technology, contracts and facility management
  • Excellent interpersonal and relationship-building skills, with ability to work on multiple projects
  • Excellent written and verbal communication and presentation skills
  • Ability to work collaboratively and effectively as part of a team, and with external consultants
  • Ability to thrive in a highly demanding and fast-paced environment
  • Ability to use considerable judgment, initiative and independence
  • Ability to maintain confidentiality and demonstrate qualities of integrity
  • Ability to work comfortably with diverse populations, with sensitivity to issues concerning HIV and all disabilities

    The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

    APPLICATION PROCESS

    Submit résumé and a cover letter highlighting relevant past experience and why you are interested in working at Pangaea to:

    Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Subject: Operations Manager Fax: (510) 839.0460 Attn: Natalie Otten – Operations Manager

    Mail: Attn: Natalie Otten Pangaea Global AIDS 436 14th Street, Suite 920 Oakland, CA 94612

    NO PHONE CALLS PLEASE Due to the potential volume of responses, only candidates selected for an interview will be contacted.

    Position Title: Senior Research and Program Manager, Key Populations

    Reports To: Vice President of Research and Social Policy FLSA Status: Exempt

    Position Summary:

    The Research and Program Manager, Key Populations, works under the supervision of the Vice President of Research and Social Policy to ensure smooth implementation of related Pangaea projects, including managing daily activities of projects, providing data management and analysis, conducting literature reviews, and supporting the development of research and program grants and publications. Some travel is required.

    Key Responsibilities:

  • Strategy and Development: In collaboration with the VP of Research and Social Policy, develop and lead the implementation of Pangaea’s Key Population strategy, program development and project implementation. Serve as the “go to” expert on key populations within Pangaea.
  • Project Management: Develops and manages projects, under the direction of the VP of Research and Social Policy. Develops project plans and tracks progress through work plans, develops and monitors programmatic budgets, documents project schedules and timelines and makes independent decisions to direct the progress of assigned tasks.
  • Project Support and Coordination: Coordinates project conference calls, and documents decisions made, ensures adherence to grant reporting schedules. Coordinates and contributes to the content of grant submissions, and to project documents and publications.
  • Data Management and Analysis: Oversees research with and related to key populations and issues, including quantitative and qualitative data collection and management; ensures high quality data collection and recording; generates reports for tracking data quality; performs interim and basic statistical analyses; writes statistical analyses sections and conducts power calculations for grant proposals.
  • Grant and Manuscript Development: Conducts literature reviews for manuscripts and grant proposals; oversees and/or writes sections of grants and manuscripts; supports s the development of grants and manuscripts, and leads progress reports.
  • Research and IRB Protocol Development: Develop research protocols and submissions to ethical review boards, tied to funded and implemented research.

    Qualifications:

  • MPH or other relevant master degree required, higher level degree considered an asset; at least 2 year’s experience working with global key population and HIV issues
  • Familiarity and understanding of key populations communities, including being comfortable working with key population groups, having an understanding of issues and experience with advocacy and/or support of one or more groups
  • Demonstrates effective written and verbal communication skills with Grant writing abilities
  • Demonstrates ability to exercise discretion and confidentiality, independent judgment and be comfortable with multiple tasks with conflicting priorities
  • Exhibits sound and accurate judgment; can clearly explain reasoning for decisions; includes appropriate people in decision-making process; demonstrates persistence and overcomes obstacles
  • Adapts to changes in work duties and organizational structure
  • Identifies and resolves problems in a timely manner, works with others to solve complex problems
  • Ability to work comfortably with diverse populations, with sensitivity to issues concerning HIV and all disabilities
  • Responds efficiently and cordially to requests for service and assistance, reacts well under pressure
  • Proficiency with Microsoft Office Suite, Stata, ACASI software, and Microsoft Access
  • Ability to fulfill professional expectations of accountability, active collaboration, commitment, communication, diversity and professionalism
  • Experience in quantitative and qualitative data collection approaches and analytical strategies

    The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

    APPLICATION PROCESS

    Submit résumé and a cover letter highlighting relevant past experience and why you are interested in working at Pangaea to:

    Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Subject: Senior Research and Program Manager, Key Populations Fax: (510) 839.0460 Attn: Megan Dunbar

    NO PHONE CALLS PLEASE Due to the potential volume of responses, only candidates selected for an interview will be contacted.

    Pangaea Global AIDS offers competitive salary and benefits, commensurate with experience and skills.