Office - Administrative Operations Manager

SSA Group at The Strong Museum is looking for a talented Administrative Operations Manager to join our team!

Administrative Operations Manager

Who are we:

SSA Group works with zoos, aquariums, museums, and other cultural attractions on integrating dining, retail, admissions and more. We increase revenue opportunities for partners across the United States. With 50 years in the business, SSA has refined the basics while pioneering better ways forward. With pillars of focus like sustainability, inclusivity, and innovation, SSA is transforming the cultural attraction industry. 

SSA was built by families, for families, with a family's sense of love anddedication. We don't just rely on the best practices in our industry, we customize best practices for each partner to set the bar higher and higher, always. We do all we can to further the mission of our partners because their guests and the communities they serve, deserve it.

Position Title: Administrative Operations Manager

Reports to: General Manager and Assistant General Manager (where applicable)

Responsibilities 

• Ensure your department's team is set with the operation in mind: hire & recruit for new talent, integrate new team members, supervise assigned personnel, evaluate performance, develop, coach, issue documentation, and manage employee exits. 
• Contact vendors to reconcile invoice discrepancies, shortages, over shipments or to arrange for emergency shipments or requisitions. 
• Ensures new employee orientation process within guidelines of HQ and Client is administered through partnership with Management team or owning directly through Admin department.
• Responsible for communicating proper documentation on discrepancies to office & management team regarding employee accountabilities. 
• Communicates quickly and effectively with SSA HQ Team, Director of Audits and Controls, Office Team, Client and Management Team onsite. 
• Is an integral part of the operational team and assists in motivating staff and cultivating a team focus. 
• Develop cash training programs to train, motivate, and mentor employees as necessary to business.
• Remain knowledgeable and on the foresight of and managing in accordance with applicable local, state and federal laws.Communicates and updates to management team at Unit. 
• Maintain a clean, safe and organized work environment. 
• Uphold and demonstrate a complete understanding of company policies and procedures.
• Perform the steps of SSA EXTRA Guest Service to ensure a memorable experience for every guest and client. 
• Develop and implement storage systems, policies and procedures to ensure maximum use and efficiency of space and storage areas in warehousing operations. 
• Ensures all HQ reporting and daily cash office operations are overseen and met by Admin team. 
• In the absence of Operational Manager(s) and in times of need assists the business in the performance of their duties.  
• Ensure SSAfety standards are met by upholding training and daily operational expectations for department managers. 
• Ensures that all fiscal deadlines are met to HQ. 
• Provides branch administrative support in the form of answering telephones and word processing. 
• Develops and analyzes trend reports, graphs and other analytical information for General Manager and other managers. 
• Responsible for administering HQ Accounts Payable software, and its related transmissions and reports. 
• Responsible for all major reporting including, but not limited to the Gross Sales Report, OFR, Trial Balance Reports, and Sales by Stand. 
• Manage payroll and controllable profit within established guidelines.  Meet payroll budget percent expectations for admin department by being strategic with coverage, on-call shifts, etc.  
• Schedule appropriate staff levels in accordance with budget and business forecast. 
• Promote an inclusive & supportive approach at the Unit. 
• Supports unit in being an example for Company & Client guidelines with regard to Sustainability/Conservation efforts. Displays knowledge of efforts in business application as well as giving adequate opportunity for teaching to unit staff as necessary. 
• Supports SSA / Unit in driving community effort through hiring efforts, engagement activities, and focus on opportunities of giving back. 
• Perform other tasks as deemed necessary. 

Job Requirements 

• Strong interpersonal and communication skills, including the ability to articulate to our partner, General Manager and HQ personnel. 
• Developed leadership skills with an understanding of the importance of team building/development, while fostering partnerships. 
• Exceptional problem solving/decision making skills that are combined with the ability to be organized. 
• Demonstrates financial management, merchandising, analytical, planning and leadership skills. 
• Demonstrates the ability to remain flexible in a fast-paced environment. 
• Computer and/or inventory system knowledge. 
• Physical ability to stand and walk for extended periods and to move and handle boxes (35lbx - 50lbs or more) as necessary to operation, which entails lifting and perform all functions as set forth above. 
• Ability to work varied hours/days, including nights, weekends and holidays, as needed. 
• Driving company vehicle and/or golf cart within the scope of employment requires a valid driver's license and is subject to a DMV check. 
• Physical ability to stand for extended periods and to move and handle boxes (up to 35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above. 
• Ability to work varied hours/days, including nights, weekends and holidays, as needed. 

Previous Experience 

• Five years cash handling experience. 
• Three to Five years administrative management and/or cash room experience.
• ServSafe or Food Handling Certified a plus. 
• All education backgrounds accepted, must be 18 years old or older. 

This is by no means an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job description. The people department reserves the right to revise the job description or to require that other or different tasks are performed when circumstances change (i.e. Emergencies, changes in personnel, workload, rush jobs or technological developments) 

SSA Group, LLC. is an equal opportunity employer. We embrace diversity and equal opportunity through our commitment to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. 

Compensation and Benefits

• • Hourly, Non-Exempt. Pay is based on range in consideration of relevant job experience and certification/education
  • Paid Time Off
  • Medical | Dental | Vision
  • 401 (K) Plan + Match
  • Supplemental Insurance
  • Training and Career Development
  • Tuition Discount through Partnership College
  • Parental Leave
  • Meal Plan & Employee Discounts
  • $50 monthly cell phone stipend

All California Residents: By submitting your job application, you agree you have reviewed the SSA Group California Consumer Privacy Act (CCPA) Candidate and Employee Privacy Notice ("Notice").

San Francisco Residents: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please see the "Fair Chance Ordinance - Know Your Rights" document for more information. By submitting your job application, you agree you have reviewed the "Fair Chance Ordinance - Know Your Rights" document.

Development Plan

Schedule

As necessary to operational hours, weekends/evenings/holidays as necessary.  Manages schedule of office department applicable to operational need and labor budget.

Important schedule/calendar times & running due dates:

• Monday
  • Bi-Weekly Payroll Monday (submit by 10am MST)
• Thursday or Friday
  • Overtime hours report - send with employee detail to department managers
• Saturday or Sunday
  • Prior to payroll - all uniform deductions entered
  • HRIS new hire dashboard cleared or at minimum key information entered
• 1st, 8th, 15th, 22nd & 29th of the month: Payroll reporting pulled, week ending reports (revenue reporting, PCI Compliance, PC verification), Invoice tracker updated, OFR entries
• Daily/Weekly (as fit within schedule) - see below duties
• Quarterly
  • Termination audit of files in HRIS system
• By March for Spring Break Hiring - total staff goal at #  (# food, # retail, # catering)
• By April/May for Summer Hiring - total staff goal at # (# food, # retail, # catering)
• By September - seasonal team assessment, seasonal staff move to inactive in HRIS system, readjust seasonal team members that work year-round to part-time status

HRIS & Payroll

• Supports wage range oversight, running audits as necessary to ensure pay equity, paid for position fit and experience.  Shares reporting with Unit Controller and Resident Area General Manager for complete management.
• Wage analysis - business impact forecasting with labor reporting
• Manages unit oversight of HRIS system, looking for efficiencies and processes for implementing time savings for managers and employees.

Recruitment & Talent Strategy

• Pipeline management & ATS oversight
• Job fair attendance, pursuing/maintaining community partnerships, encouraging employee referrals, and actively thinking of and acting upon new strategies.
• Manages unit oversight of ATS system, looking for efficiencies and processes for implementing time savings for managers and employees
• Review liaison - timing/support
• Promotion/demotion/termination
• Job description

Financial & Cash Office Operations

• OFR

Labor Law Management

• Understand and uphold all policies and procedures; support initiation of new policy changes as necessary; maintain in-depth knowledge of the employee manual
• Remain knowledgeable and on the foresight of and managing in accordance with applicable local, state and federal laws. Communicates and updates to management team at Unit.

Other

• Send departmental progressive discipline updates on a weekly basis, including what documentation has not been turned in yet but is still needed.
• Ensure timely receiving of mid-year and end-of-year reviews from departmental managers for their supervisors - scan into Stratex accordingly.
• Cash Audit program manager
• PC Verification audit (monthly)
• Menu/POS backend management
• Over/Shorts - business analysis, trend spotting, directional oversight of next steps/follow up
• Catering payment tracker / support on Aging report
• Office/Admin department liasion to operations
• Training audit
• Office/Admin strategist for seasonal and annual plans