Operations & Client Services Manager

Palo Alto, California
$58,00 to $63,000 per year based on experience + employer paid health benefits
Nov 03, 2019
Dec 03, 2019
Focus Areas
Human Services
Position Type
Full Time
Degree Level
Experience Level

Summary: Kara seeks an individual who desires to be an integral member of our unique organization that has delivered healing to the community for over 40 years. As the Operations & Client Services Manager, you will work under the direction of the leadership team (Executive Director and Director of Client Services & Programs) to implement and coordinate day-to-day agency operations and ensure clients receive compassionate, reliable and impeccable customer service. A passion for our mission of serving the bereaved combined with proven skills in operations management and client services are keys for success. The duties of the Operations & Client Services Manager include but are not limited to the following:

Essential Job Duties/Responsibilities

Client Services Focus

  • Responsible for providing excellent customer service and ensuring operational staff does the same, including understanding and communicating the service options available to potential clients.
  • Ensures all guests, clients and volunteers are greeted and directed in a hospitable and helpful manner.
  • Manages all incoming service request calls with compassion and care, capturing and recording appropriate information, and routing requests to appropriate service program(s).
  • Keeps informational service related collateral and resources updated and accessible throughout the facility
  • Manages all incoming web-based service request submissions, routing requests to appropriate service program(s) and staff.
  • Collaborates with program directors and staff to ensure client service requests are managed appropriately.
  • Maintains current information on community resources that supplement grief support services for staff, volunteers and clients
  • Maintains supplies for select Drop-In grief groups
  • Assists, supports and guides volunteers with meeting room reservations as needed
  • Supports the onboarding and orientation of all new staff members as well as Therapy Program associates.
  • Produces monthly Service Request reports for analysis and data review.
  • Regularly communicates with Executive Director and Director of Client Services and Programs regarding significant client issues or concerns.
  • Maintains the Room Reservation System; including room reservation request procedures, user administration, processing and troubleshooting.
  • Manages the grief-related books lending library
  • Addresses all non-service related requests (phone and web) in a timely manner per organizational procedures
  • Prepares written information and documentation for agency-related reports regarding client services.

Operations Focus

  • Oversees facility operations by ensuring all meeting rooms are in good working order and stocked with appropriate supplies, including kitchen area and shared meeting spaces.
  • Serves as primary liaison with facility representative(s) to address all day to day operations and logistics issues including room reservations requests, maintenance concerns, and building security issues.
  • Serves as primary liaison with vendors and suppliers in support of agency logistics including but not limited to: Custodial, Information Technology, Cloud-based systems, Phone system, Mail services, and Leased Equipment.
  • Serves as primary liaison with vendors and contractors in support of agency operations including but not limited to: Insurance, Background Checks, Quarterly Sales Tax Filing, and Printed Collateral
  • Processes and distributes all incoming correspondence, mail, deliveries, and monetary receipts in accordance with established procedures.
  • Manages and maintains agency-wide office supplies and materials including marketing brochures, letterhead, business cards and other printed collateral.
  • Ensures all office equipment is appropriately maintained and in working order
  • Manages and coordinates meeting room reservations at off-site locations in support of agency-wide and program specific events and activities.
  • Manages operational volunteers and tracks and records annual donated professional volunteer hours
  • Manages preparation and logistics for agency staff meetings, volunteer trainings, board meetings, and select special events
  • Serves as the primary key custodian, ensuring all keys are distributed and maintained per established procedures.
  • Responsible for addressing facility security and safety issues including filing accident/incident reports.
  • Manages and provides guidance and training of Client Services Associate and Administrative Associate
  • Maintains agency-wide operational yearly calendar
  • Maintains organizational vendor and contract files
  • Maintains, creates, and updates agency operational policies and procedures
  • Serves as primary liaison and communicator with other tenants on property
  • Proactively identifies and proposes opportunities to improve efficiency of operational systems and processes.
  • Other agency-related duties as assigned


Knowledge, Skills, and Abilities

  • Keen understanding of Kara's mission of providing grief support and a commitment to our guiding values of empathy and compassion
  • A ‘client centered’ focus and appreciation of the challenges faced by individuals navigating loss and grief
  • High degree of compassionate presence and patience
  • High standard of professionalism and integrity
  • Hospitable manner, positive attitude, and sense of humor
  • A team player and team builder
  • Excellent interpersonal skills; an ability to interact professionally and effectively with clients, staff, volunteers, board members, community partners, and vendors.
  • Strong verbal communication skills; including excellent phone conversation abilities
  • Strong written communication skills
  • Ability to resolve problems with patience, respect, and professionalism
  • Ability to embrace and maintain confidentiality
  • Excellent organizational, time management, planning and problem solving skills
  • Flexible, resourceful and innovative; strong initiative and follow-through skills
  • Ability to work successfully under pressure and to handle competing priorities with minimal supervision
  • Quick to learn, and devise or apply ideas; and willingness to ask for assistance
  • Capacity to plan, coordinate, and prioritize tasks and projects while keeping appropriate personnel apprised
  • Strong managerial skills including effective training and volunteer supervision
  • Keen understanding of operational processes and procedures within an organization
  • Proficiency in Microsoft Office Suite, Google Apps Suite (mail, calendar, tasks, drive file stream, docs), Internet navigation, Database (cloud & software) applications, and familiarity with design software (Adobe Suite).
  • Proficiency in operating office equipment (copiers, printers, scanners, faxes, phone systems) and basic IT and computer networking understanding
  • Ability to work evenings and weekends periodically

Supervisory Responsibilities

  • Management of Operations and Client Services support staff as well as operational volunteers

Education and Experience

  • Bachelor’s Degree or equivalent, Masters preferred
  • 5 to 7 years experience in equivalent role or position
  • Bi-lingual (Spanish) preferred
  • Social Services field experience a plus
  • Nonprofit experience a plus
  • Proven volunteer experience and management a plus

Compensation & Benefits

  • 40 hours per week (exempt)
  • Salary Range $58,000 – $63,000
  • Employer paid group health benefits (medical, vision, dental)
  • 403b and FSA options (employee paid)


Submit COVER LETTER  & RESUME to karajobs@kara-grief.org

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