Careers

Description:

To support our transformation, the Arboretum Foundation seeks an Operations Manager to play a vital role in the smooth functioning of daily operations at the Graham Visitors Center (GVC) and to support the procedures and policies of the organization across all locations: Graham Visitors Center, Seattle Japanese Garden, and the Center for Urban Horticulture (CUH). This position manages core administrative tasks and coordinates maintenance and facility operations at Graham Visitors Center, while also ensuring safety and compliance across the full breadth of the organization. The position manages the Front of House Coordinator, who supports visitor engagement and the Mary Ellen Mulder Gift Shop.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operations Policies and Procedures

• Develop, implement, and maintain systems, policies and procedures for the efficient operation of the Graham Visitor Center, supporting staff and volunteers programs, as well as rentals and public events.
• Create and maintain resources and procedural documents to support smooth operational function, safety, and risk management protocols, ensuring training and compliance across the organization at all locations.
• Assist in data collection, record-keeping and reporting for organizational goals and compliance.
• Maintain staff phone list and emergency contact information. Manage training and implementation of emergency management protocols across the organization at all locations.

Office Administration

• Open, sort, and distribute Graham Visitors Center mail.
• Supervise Graham Visitors Center front of house staff, providing training and support as needed.
• Maintain operational calendars, scheduling and reservation tools across both Graham Visitor Center and CUH campuses.
• Monitor and maintain inventory of supplies, equipment and materials across all locations, including CUH, education building and horticultural sites.
• Oversee relationships with outside vendors, including phones, fax, broadband lines, and photocopiers.
• Organize and maintain a tidy office environment. Ensure appropriate allocation of GVC office space, storage and other on-site support.

Facilities Management

• Serve as primary building contact for maintenance, custodial and emergency response in the Washington Park Arboretum, including Graham Visitor office, gift shop, and events in the Arboretum.
• Coordinate facilities needs in compliance with organizational policies, health and safety guidelines, and municipal fire codes.
• Maintain day-to-day operations of facilities and grounds in coordination with horticulture staff and CUH Facilities Coordinator, including tracking maintenance requests, submitting work orders, scheduling routine and emergency maintenance and repairs with outside vendors as needed.
• Report and coordinate with Seattle Parks for repair of all building maintenance issues, including HVAC, electrical, roofing, plumbing, security, and alarm systems.
• Manage all reporting requirements for facilities maintenance. Ensure compliance with federal ADA guidelines.
• Manage communications with building occupants regarding maintenance, repairs, and safety issues.
• Manage building access including maintaining the key database and managing key distributions and assignments.
• Project, initiate, and approve expenses relating to building operations, maintenance, and compliance.
• Create long-term building assessments with multi-year priority list and stages for aging infrastructure and other facility needs.

Safety Compliance Management

• Serve as the emergency contact for Seattle Police Department, and City of Seattle Fire Department; respond to all emergencies and provide after-hours support as needed.
• Serve as fire safety representative; schedule and coordinate evacuation and earthquake drills; manage safety plans and evacuation maps; distribute to building occupants and offer training where necessary. Coordinate with Seattle Fire Department Permit office to arrange for site visits, inspections and bill payments.

Serve as a member of partner Safety Committees as needed, sharing knowledge and distributing information to building occupants.

Gift Shop

• Prepare weekly gift shop deposit reconciliation, maintaining files and check receipts.
• Establish business, merchandising strategy and annual budget. Monitor performance and manage to goals.
• Maintain backend inventory system, troubleshooting systems and managing invoicing, sales, and shipping.

Event Support

• Support planning and logistics for educational programs, garden tours, volunteer sales and other special events that require use of facilities and outdoors spaces in the Washington Park Arboretum.
• Work with IT Manager to support registration and off-site tech support for special events, including plant sales, Japanese Garden events, and the Miller Library books sale at CUH.
• Work with IT Manager to support online sales channels including plant programs and other payment portals to assist with any e-Commerce initiatives throughout the organization.

Executive and Staff Support

• Manage communications and support for board and committee meetings, including scheduling, tech support, remote meeting support and catering for onsite meetings, as needed.
• Support Board access to shared Board Folders (Google Drive or other). Update Board Manual documents, including Board Contact List, as required, as needed.

Skills/Eligibility:

DESIRED SKILLS

• Detailed-oriented, personable, and well-suited to working in a small-team setting to meet the goals of a growing organization.
• Strong organizational and problem-solving skills.
• Ability to build rapport and work effectively and professionally with volunteers, staff and the general public.
• Ability to follow policies and handle difficult situations while remaining poised, respectful, and diplomatic.
• Ability to be flexible and willing to modify plans when necessary, throughout the day.
• Proficiency in Microsoft Office Suite and familiarity with database management.

DESIRED EXPERIENCE

• Five years of experience in operations, administration, or facilities management, preferably in a nonprofit or an institution managing public spaces.
• At least two years of people leadership with employees who are public facing and mission-focused. Experience with change management or organizational transitions is beneficial.
• Experience working with and managing volunteers.
• Experience working in public garden organizations, the non-profit sector, or other related organizations is a plus.

How to Apply:

Please electronically send application materials, including resume and cover letter,

to the Arboretum Foundation: jobs@arboretumfoundation.org. Please, no calls or

in-person visits without an appointment. Position open until filled, with a

priority deadline of December 15.