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Operations Manager

Arboretum Foundation
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JOB DESCRIPTION: OPERATIONS MANAGER

 

Right now, we are building something extraordinary in Seattle: an exceptional botanic garden organization that brings together the unique strengths of the Arboretum Foundation (AF) and the University of Washington Botanic Gardens (UWBG). We are joining forces to become a destination garden, exemplifying leadership in scientific research, public engagement, and inclusive access. Our vision is to be a home for discovery, a force for sustainability, and a gateway to wonder. In every visit and through every season, we’ll help people of all ages meaningfully connect with the living world of plants and how they shape our lives and our shared future.

In early 2026, the Arboretum Foundation and the UW Botanic Gardens hope to consolidate operations, bringing a staff of 50+ UWBG employees over to sit within the nonprofit structure of the Arboretum Foundation. In anticipation of this organizational change, the Arboretum Foundation is laying the groundwork necessary to build out its infrastructure and operations, including HR, IT and additional finance support. By the end of 2026, our operations will grow to support more than 60 staff working across three locations, with additional seasonal staff supporting educational horticultural programs. 

To support this 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 Visitor 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 Visitor Center, while also ensuring safety and compliance across the full breadth of the organization. This 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 Visitor Center mail\.
  • Supervise Graham Visitor 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.

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.

PHYSICAL REQUIREMENTS

Due to the nature of this position, work will primarily be on site at the Graham Visitor Center. The Graham Visitor Center is a three-story building  without an elevator. The role requires the ability to lift heavy objects (up to 20 lbs) and climb stairs to access office equipment, the kitchen area, and work stations. We understand that these physical requirements may not align  with every individual’s ability and encourage applicants to inform us of any accommodations needed to create a welcoming, safe environment for the employee. We are committed to working with the successful applicant on making necessary accommodations for the role when an offer is presented. The position involves periodic weekend and evening work.

BENEFITS

  • Generous paid vacation, sick time and holidays 
  • Medical, dental, and vision
  • Matching retirement contribution
  • Office located in the heart of a beautiful park!
  • 80+ hours of Paid Vacation (Tenure based)
  • Paid Sick Time (Per Washington State Law)
  • 10+ paid holidays
  • Medical, dental and vision insurance
  • Simple IRA Retirement Plan (Matching up to 3%)
  • Office located in the heart of a beautiful park!

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. 

Disclaimer:

This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All Arboretum Foundation employees may be required to perform duties outside of their typical responsibilities from time to time, as needed, to meet the organization's ongoing needs.

Arboretum Foundation's EEO Statement:

The Arboretum Foundation is an Equal Opportunity Employer. Employment opportunities at the Arboretum Foundation are based on one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, creed, color, religion, sex, pregnancy or maternity, national origin, age, HIV, AIDS, and Hepatitis C status, marital status, sexual orientation, gender identity; honorably discharged veteran or military status, genetic information, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or, any other characteristic protected by law.

This Equal Employment Opportunity policy governs all aspects of employment, including, but not limited to, recruitment, hiring, selection, job assignment, promotions, transfers, compensation, discipline, termination, layoff, access to benefits and training, and all other conditions and privileges of employment.