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Operations Manager

Job Title: Operations Manager
Reports To: Executive Director
Location: House Center for Pediatric Hearing Health Research, Los Angeles, CA
Job Status: Full Time

About the House Institute Foundation:

At the House Institute Foundation, our mission is simple: to create a world “so all may hear” through ear and neuroscience research, public and professional education programs, global hearing health initiatives, and comprehensive patient care. What sets the House Institute Foundation apart is our multidisciplinary approach. We bring medical professionals, researchers, educators, policymakers, and the community together to drive our mission forward. In the spirit of our founder, Dr. Howard House, and his commitment to sharing knowledge with the world, we are also committed to sharing our discoveries with hearing health professionals worldwide. Our goal is not just to make scientific breakthroughs but to ensure these advancements reach those who need them most.

Role Summary: 

The Operations Manager plays a pivotal role in ensuring the growth and day-to-day operations of HIF. This position requires a customer service mindset, and someone committed to supporting the infrastructure of the organization and HIF staff. The role encompasses driving specific administrative projects, maintaining compliance, and implementing comprehensive processes and procedures to ensure the seamless management of Foundation operations, programs, and general administration.  

Essential Responsibilities

OFFICE ADMINISTRATION:

  • Develop and Maintain Organizational Procedures: Create and maintain efficient procedures and systems for office operations, encompassing administration, human resources, applications and credentialing, and accounts payable and receivable. 
  • Ensure Compliance: Maintain strict compliance with non-profit, local, state, and federal requirements, ensuring HIF‘s adherence to all applicable regulations. 
  • IT Management: Efficiently manage IT requests, ensuring timely fulfillment, procurement, and distribution of technology assets to meet employees’ IT needs, thereby ensuring seamless operations. 
  • Vendor Relationship Management: serves as the organizations’ primary point of contact for vendors, overseeing vendor relationships, contract negotiations, terms compliance and ensuring timely delivery of products and services.  
  • Facility Operations: Coordinate parking, maintenance needs, work orders, and ongoing safety and compliance requirements with building management to ensure a safe and functional working environment. 
  • Inventory Control: Maintain an organized inventory of office supplies and equipment, ensuring availability and proper utilization. 
  • Project and Administrative Support: Provide essential support to employees, including assistance with projects, events, travel arrangements, and other administrative tasks, as needed. 
  • Other duties as assigned. 

FINANCE:

  • Payroll and Benefits Administration: Process bi-weekly payroll and administer benefits plans, including health, retirement, PTO and other benefits. 
  • Accounts Payable/Receivable: Manage accounts payable and receivable processes, ensuring accurate and timely payments and collections.  
  • Purchasing: Manage the purchasing process, including sourcing vendors, processing purchase orders, and maintaining records of payments.   
  • Account Reconciliation: Reconcile credit card statements, ensuring accuracy and compliance with organizational policies and procedures. 

HUMAN RESOURCES: 

  • Strategic HR Management: Develop, implement, and monitor HR strategies, systems, tactics, and procedures across the organization, aligning HR practices with the company’s objectives. 
  • Legal Compliance: Ensure compliance with local, state, and federal employment laws, regulations, and recommended best practices, minimizing risks and maintaining ethical practices. 
  • Employee Onboarding and Training: Conduct onboarding for new employees, providing relevant training opportunities and continuous support. 
  • Recruitment Support: Assist in the recruitment process, including posting job vacancies, scheduling interviews, supporting hiring managers and onboarding selected candidates. 
  • Employee Evaluation Coordination: Oversee annual employee evaluation process by updating review forms, maintaining schedule of deadlines, and ensuring proper filing of completed evaluations.  
  • Policy and Handbook Management: Recommend, author, and document HR policies and procedures, including managing the employee handbook, ensuring all employees understand and adhere to these guidelines. 
  • Employee Relations: document employee disciplinary actions and writeups, terminations, and investigations, maintaining fairness and adherence to legal and company policies. 
  • Record Management: Oversee employee files and records, maintaining both electronic and paper records, to ensure data accuracy and confidentiality. 
Qualifications

Education and Experience

  • Bachelor’s degree from an accredited college or university with a degree in business, administration, non-profit management or a related field.  
  • 4 to 6 years of direct and relevant work experience, preferably in a nonprofit organization.  
  • Proven success in managing many projects simultaneously. 
  • Experience with payroll and other software systems (ADP preferred) 

    Knowledge, Skills and Abilities

    • A strong commitment to advancing HIF’s mission. 
    • Demonstrated skills, knowledge and experience in the design and execution of office administration, HR and related activities. 
    • Personally and effectively engage with key stakeholders, including Board Members, donors, researchers, doctors, and staff.  
    • Ability to work with diverse constituencies and individuals. 
    • Execute administrative strategies, typically in cross-functional teams. 
    • Work closely and effectively with management and similarly engage cooperatively 
    • and collegially with other HIF and House Clinic team members, including the Board of Directors. 
    • Excellent oral and written communication skills. 
    • Possess a high level of organization, analysis, perspective, planning, creativity, and energy. 
    • Remain flexible in the face of competing demands and effectively manage multiple projects at any given time. 
    • Be a self-starter and demonstrate an ability to solve problems and remove barriers to administrative goals and initiatives. 
    • Ability to thrive in a fast-paced and demanding environment. 
    • Willingness to go above and beyond to contribute to the success of a dynamic team. 
    • Excellent computer and technical skills.  

    WORKING AT HIF

    Experience a fulfilling career at HIF, where we nurture personal and professional growth. Enjoy a host of benefits, including flexible work schedules, generous PTO, holiday and sick pay, comprehensive medical, dental, vision, life and disability insurance, as well as opportunities for professional development and career mentoring. We provide the tools for success with a 401(k) with up to 5% matching. Join our collaborative, passionate, and mission driven to make a meaningful impact through our Research, Education, Global Health programs, and children’s audiology center, as we work to create a world where all may hear.

    APPLICATION PROCESS

    To apply, please submit your resume and cover letter or email jobs@hifla.org. Applications submitted without cover letters will not be considered.

    HIF is an equal opportunity employer.

    Job Type: Full-time

    Pay: $64,000 – $75,000 

    Benefits:

    • 401(k)
    • 401(k) matching
    • Dental insurance
    • Flexible schedule
    • Health insurance
    • Life insurance
    • Paid time off
    • Parental leave
    • Professional development assistance
    • Vision insurance

    Work Location: Hybrid remote in Los Angeles, CA 90017