About St. Vincent de Paul Society of Marin (SVdP): Hunger, poverty, and homelessness hurt everyone. As a charitable social services organization, St. Vincent de Paul Society of Marin Countys mission is to work daily to help individuals and families with food, housing, and crisis assistance to restore dignity and a chance for a better life. We are affiliated with one of the oldest and most effective charitable organizations in the world, the Society of St. Vincent de Paul, a Catholic lay organization of nearly 700,000 people headquartered in Paris, France that helps people living in poverty in 142 countries on five continents. In the US, membership totals 172,000 in 4,600 local communities. However, we are an independent, nonprofit organization that is governed by its own Board of Directors and is solely responsible for its own fundraising and program operations. All of the donations we receive serve the people of Marin. We believe that everyone needs food, housing, dignity and a chance for a better life no one can do it alone. Our goal is to provide compassionate care and critical services to residents of Marin County who are struggling to make ends meet but are not receiving the help they need. Here in Marin, since 1946, our key crisis assistance programs support over 8,000 people annually and have grown to include a free dining room, a homeless outreach team, and housing and crisis assistance. If you seek work that is more than just a job but the opportunity to give back to your community, then SVdP may be the place for you. We are looking for staff who are ready for a career with a mission-driven organization, want to be valued, have diverse experience and skills, and want to join a committed and excited community. If this sounds like you, we would love to have you join our team! POSITION OVERVIEW: The Operations Administrator is a newly added position to the organization. This full-time, exempt role reports to the Director of Operations and collaborates with the Human Resources Director, the Development and Fundraising team, and other leaders and staff across all departments in the organization. This role is responsible for supporting the effective functioning of daily operations across two downtown San Rafael facilities and for supporting a staff of 35+. The position blends operational oversight, HR administration, technology systems coordination, facilities and safety management, and crossdepartmental collaboration.

This position requires strong organizational skills, project management leadership, and the ability to manage systems, improve processes, and proactively anticipate organizational needs. The Operations Administrator serves as a central hub for executive support, workforce operations, compliance tracking, operational planning, vendor relations, and organizational communications.

This position is joining a small and nimble team and thus the potential for skill development and growth is great.

This position helps advance SVdPs mission to provide compassionate care and critical services to Marin County residents who are struggling to make ends meet and may not be receiving the help they need.

PRIMARY RESPONSIBILITIES: Operations and Executive Support

• Provide strategic administrative and project support to the Director of Operations, Chief Executive Officer, Human Resources Director, and Leadership Team
• Coordinate efficient daytoday operations across two facilities, ensuring continuity, workflow, and organizational readiness
• Manage complex calendar systems, leadership scheduling, group/meeting planning, and organizationwide logistics
• Develop and maintain organizational policies, SOPs, documentation standards, and operations manuals
• Prepare highquality board materials, executive reports, and internal communications
• Anticipate needs and take initiative to support teams with a proactive approach

Board & Leadership Team Support

• Maintain Board of Directors documentation, directories, and governance materials
• Coordinate with the Board Liaison to prepare board packets, track action items, and support boardrelated communications
• Assist with committee scheduling, documentation, and reporting

Technology, Data & Systems Administration

• Serve as an organizational administrator for Microsoft 365including SharePoint, OneDrive, Teams, Outlook, Word, Excel, Planner, OneNote, Forms, and other related systems
• Create surveys (Microsoft Forms), QR codes, and data summaries
• Assists with technology planning, digital organization architecture, and staff adoption of productivity tools
• Oversee security camera platforms, alarm/monitoring systems, and IT vendor coordination
• Strengthen digital filing, record retention, documentation workflows, and data integrity across departments
• Maintain and analyze operational incident logs, safety data, trends, and compliance records

Facilities, Safety & Building Management

• Manage safety and emergency preparedness programs, documentation, and compliance
• Coordinate facility infrastructure needs, maintenance scheduling, and vendor performance
• Oversee safety systems, including quarterly fire drills, walkietalkie communications tests, and equipment inspections
• Monitor building systems, including leak sensors, keys/access control, and facilitywide readiness
• Oversee the organizations fleet of 5 vehicles, including maintenance scheduling, repairs, logs, and planning
• Administer fleet tracking platforms and dashcam systems (e.g., Azuga)
• Produce monthly fleet performance reports with insights into safety, efficiency, and operational needs

Human Resources Assistance

• Assist in implementing employee onboarding/offboarding processes and creating a welcoming newhire experience
• Oversee required safety and training compliance and HR documenta…