Vice President Operations

The Vice President of Operations is the primary leader overseeing staff and programs associated with the organization’s two animal shelter/adoption centers, maintenance of facilities across three campuses, and key operational and community programs. This role ensures the efficiency and effectiveness of all programs while supporting the broader organization from an operational perspective. This position will help East Bay SPCA continue to operate as a thought leader in the field of animal welfare and will be critical in growing the reach and success of the organization’s programs.

The Vice President collaborates directly with the President/CEO and Executive Committee to review, define, and implement East Bay SPCA’s policies and strategic priorities—fostering consistent excellence in animal and client care, community service, and educational programming. Success in this role requires strong collaboration with leadership and team members across the organization and the wider community.

East Bay SPCA is a 501(c)3 non-profit committed to the welfare of dogs and cats in Alameda and Contra Costa Counties. Our mission is to transform the lives of cats and dogs by enriching the human-animal bond through respected and accessible expertise. East Bay SPCA is one of the nation’s oldest humane organizations, in operation since 1874, and receives no funding from any national organizations. You can find more information about East Bay SPCA on our website at www.eastbayspca.org.

Category: Full-time; Exempt
Location: Oakland and Dublin, as needed
Reports to: President/CEO
Benefits: 100% employer paid medical, dental, and life insurance, 15 days starting PTO, 10 paid holidays, 401(k) with 3% employer contribution, discounted veterinary care benefits, AD&D, STD, and LTD.

Responsibilities

Program Management

• Assure implementation and administration of all policies, procedures and programs in coordination with other members of the leadership team
• Develop, implement and monitor programs to maintain and improve the standards of client and animal care in East Bay SPCA programs
• Ensure continuity of operations by providing coverage for direct reports during absences, as part of a lean and agile team structure.
• Adjust and adapt programs as needed to ensure progress toward, and achievement of, annual and strategic goals
• Ensure that East Bay SPCA complies with statutory, regulatory and safety requirements, while meeting East Bay SPCA’s mission, values and policies
• Review and serve as the final decision for animal euthanasia requests. Oversees maintenance of euthanasia records and drugs. Ability to perform animal euthanasia within 6 months required.
• Actively encourage and support volunteer participation in all program areas
• Promote positive public relations through demonstrating excellent customer service.Develop, implement and manage program and work methods; encourage staff input to improve the standard of animal and client care.
• Meet regularly with the President/CEO, vice presidents and leadership team to support achievement and ensure organization and program goals are met
• Actively participate in and support special events and fundraisers
• Act as a liaison to community partners, municipalities, and other organizations in the industry; including overseeing municipal contracts and emergency response MOUs
• Oversee ongoing training and preparedness of staff and volunteer Disaster Response Team
• Serve as a representative of East Bay SPCA with media outlets

Staff Management

• Foster a positive culture of teamwork, creativity and innovation to meet East Bay SPCA goals
• Direct and supervise shelters and customer care (including foster and shelter medicine); community programs (humane education, volunteer services, humane advocacy); behavior & training; and facilities staff. Collaborate with Vice President of Medical Services when overseeing staff members with medical responsibilities.
• Works with President/CEO to review, revise or create position descriptions and make staffing decisions for operational program areas
• Responsible for staff selection, on-boarding, and performance management, including timely performance evaluations, coaching, professional development, and discipline for operations leadership team; reviews and approves payroll and paid time off requests for operations leadership
• Communicate pertinent information to staff, volunteers and leadership team in a timely and effective manner; respond in a timely and appropriate manner to staff and volunteer needs and requests
• Oversees and collaborates on bi-annual all-staff meetings; leads monthly leadership team meetings

Administrative

• Oversee and ensure that annual and strategic goals are being met and followed for operations departments
• Oversee the design, development and maintenance of data entry, statistics, records and reporting for operations programs
• Serve as an active participant in the organization’s Executive Committee and interface with the Board of Directors, as needed
• Ensure maintenance of Shelter Buddy, Microsoft, and other software programs
• Monitor control and accurate reporting of all drugs and medical supplies used in shelter ops
• Ensure cost-efficient inventory and competitive pricing for all operations departments
• Oversee preparation, delivery and observance of operations department budgets; maintain accurate financial records and ensure invoices are paid in a timely manner
• Oversee the development, implementation and revision of institutional and departmental safety policy and procedures; ensure safety compliance, timely reporting and accurate documentation of all accidents/incidents and campus inspections; coordinates compassion fatigue training as needed
• Manage leadership coverage (regular, holiday) for all campuses
• Create holiday schedules for the organization with feedback from Executive Committee
• Respond to electronic and telephone messages in a timely and appropriate manner
• Oversee technology service provider and day-to-day technology needs for the entire organization, including the phone system
• Collaborate on the creation and maintenance of the organization’s monthly metrics data tracking         
• Maintain organization’s shared email inboxes
• Oversee the organization’s “pets in the workplace” program

The Ideal Candidate will have:

• A strong commitment to the mission of East Bay SPCA with high ethical standards for self and staff.
• Demonstrated resourcefulness in setting priorities, proposing efficiencies, and guiding staff and systems.
• Proven results in collaboration and participation with internal and external stakeholders.
• Demonstrated ability to work successfully and positively in a culturally and ethnically diverse community. Values diversity, equity, and inclusion.
• Experience in disaster or emergency response preferred.
• The ability to work well under pressure and adapt easily to changing situations and priorities. Good judgment, flexibility, and consensus-building skills.
• A self-starter mentality with the ability to quickly create a positive network of relationships.
• Organized and proactive working style with demonstrated excellent attention to detail while pursuing overall goals.
• Good listening skills and is a strategist. Comfortable receiving input from many sources and able to analyze and formulate disparate information into a sound, well-organized plan.
• A hard-work ethic and high energy. A ‘doer’ willing to work hands-on developing and executing various operational objectives.

Qualifications

• Bachelor’s degree in relevant field. Minimum 7-10 years of management experience, including budgetary and staff supervision, preferably in a nonprofit setting. Experience in animal welfare required.
• Strong organizational, planning, multi-tasking, and critical thinking skills and a track record of self-motivated achievement
• Excellent written and verbal communication skills with clients, staff, volunteers, and external stakeholders
• Demonstrated ability to gather and analyze facts, devise solutions and implement plans; competent in budget analysis and expense management.
• Experience in effective contract negotiation
• California Certified Euthanasia Technician and Veterinary Assistant Controlled Substance Permit required; must be current or obtain within six months of employment
• Proficient in Microsoft Office applications. Familiarity with Shelter Buddy software preferred
• Reliable transportation, a valid CA driver’s license, and evidence of insurability required

Working Conditions

• Work is primarily performed in an animal shelter environment with exposure to detergents, cleaning products, wet and humid environments, and seasonal outdoor conditions
• Must be available to work when and where needed by the organization. Must be willing to work occasional irregular hours, weekends, and holidays.
• Animal contact and related injuries, including bites and scratches, may occur. Will occasionally handle sick, injured, and deceased animals
• Noise exposure varies and often includes uncontrolled barking and other animal vocalizations  
• Animal waste contact, smells, and visual exposure are prevalent
• Must be able to lift 50 pounds frequently and occasionally lift up to 75 pounds with assistance. Must be able to push and/or pull over 50 pounds occasionally
• Frequent standing, walking, typing, bending, twisting, crouching, kneeling, and stooping