Director of Business Operations

POSITION

The Director of Business Operations (DBO) is responsible for appropriate oversight of Sonoma Botanical Garden (SBG) operations. This position reports directly to SBG’s Executive Director and is a key member of the leadership team. The DBO oversees business & administrative operations and works collaboratively with other SBG leadership and staff members to ensure the smooth running of the organization. This position is responsible for administrative operations including budget monitoring & tracking, human resources, contract vendor oversight, and revenue generating initiatives. The DBO also supports the ED on long-range strategic planning for the organization. 

DUTIES & RESPONSIBILITIES

• Finance – Supports all aspects of SBG’s financial management, working closely with the Executive Director (ED) and contracted Chief Financial Officer (CFO/ALC). 
• Budget management: Supports the development and tracking of the annual budget. Monitors and analyzes budget performance, prepares forecasts, and provides clear summaries of financial plans, results, and key insights to inform decision-making. Ensures prudent and responsible allocation of resources by communicating regularly with department managers regarding balance, spending, and patterns.
• Reporting: Supports production of quarterly financial reports for the Board of Trustees. Maintains accurate, audit-compliant records and documentation.
• Revenue Generation: Explores revenue generation opportunities and strategic partnerships such as group tours, private event rentals, and exhibitions. Models expectations for earned revenue generation and uses data to project annual attendance and revenue targets.
• Human Resources – Oversees all HR functions, including bi-monthly payroll with Insperity, annual benefits enrollment, and performance evaluations. Manages recruitment, onboarding, and employee relations while fostering engagement, retention, and a positive workplace culture aligned with organizational goals.
• External Vendor Management – Supports ED with contracts, RFPs, and manages projects with external vendors such as designers, content experts, artists, exhibitors, fabricators, and other contractors as needed. Ensures effective coordination and implementation of external services that support Garden business operations including Human Resources, Information Technology, Accounting, Customer Relations Management (CRM) and Point of Sales (POS).

Business Operations Administration – Provides support for the day-to-day functioning of the Garden’s visitor services, ticket and shop sales, membership, tours, events, and retail operations, ensuring effective tracking of these key areas as well as management of service contractors related to these functions.

• Institutional Improvement – Responsible for steadily improving operational efficiencies, business processes, space planning, and use, and the development/enhancement of revenue streams (i.e., admissions, retail, functions); ensures financial/administrative compliance with policies and procedures and responsible stewardship and reporting of gifts, sponsorships & grants; participates in a variety of garden projects.

Collaboration – Works in concert with all departments to ensure effective cross-departmental communication and collaboration to reach program and institutional goals.  

Direct Reports:

Manager of Membership & Visitor Experience – retail operation, membership program, group tours, customer service, and Visitor Experience Associate (VEA) team.

Part-time Events Coordinator (once use-permit is secured) – event rental booking, revenue generation, space management.

• External Vendors – Responsible for negotiating and managing contracted services: IT (Kairos), HR (Insperity), CFO (A La Carte), & CRM/POS (Veevart).

KNOWLEDGE, SKILLS, AND ABILITIES:

• Team-building and supervisory experience in a non-profit environment, preferably working within cultural/environmental organizations.
• Knowledge of and experience with finance management, business operations, not-for-profit accounting, policy, and audit compliance.
• Proficiency in building financial spreadsheets and developing financial models and assumptions.
• Proven ability to implement revenue generating initiatives.
• Experience in project planning, scheduling, and tracking to ensure effective and timely completion of outcomes.
• Demonstrates a strong work ethic with an exceptional commitment to hospitality and service excellence.
• Outstanding written, verbal, and interpersonal communication skills.
• Experience developing or refining business processes and best practices for implementation.
• Proficient in administration of grants and contracts.
• Proficient in Microsoft Office Suite (can perform complex functions in Excel).

REQUIRED EDUCATION AND EXPERIENCE:

• Undergraduate degree in Business Administration, Accounting, Management, or non-profit management-related field. 
• Five or more years of progressively responsible experience at a managerial level covering a broad range of financial and administrative activities that include strategic financial planning, budget oversight, and grant/gift administration.
• Demonstrated managerial experience.

PREFERRED QUALIFICATIONS, COMPETENCIES, AND EXPERIENCE:

• Open minded thought partner with a can-do spirit and a growth mindset.

• Experience in nonprofit administration is preferred.
• MA degree in accounting, finance or business administration or other relevant degree, preferred.
• Experience with CRM and POS systems.

• Demonstrated experience in generating earned income.

• Excellent writing skills, strong organizational and managerial capabilities.
• Strong analytical and financial modeling skills, including advanced expertise with Excel.

• Experience in a cultural organization is preferred (museum, garden, zoo, etc.).
• Demonstrated interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies.
• Must be able to manage teams, develop effective relationships with staff, volunteers and external partners; and communicate and listen effectively with diverse audiences.

Well organized and deadline-oriented, with exceptional attention to detail and follow-through; able to multitask and manage multiple projects simultaneously.

• An appreciation for environmental conservation and for the mission of the Garden.
• Supportive and respectful of the need to serve a diverse community.

• Demonstrates fairness and integrity.
• Must be a good listener, have a sense of humor, be able to delegate effectively, and coach contractors and colleagues to reach their maximum potential.
• Must be flexible and able to work occasional evenings and weekends.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity: limited lifting and carrying (up to 25 lbs.), walking on uneven gravel paths, moving from place to place which may include sitting, standing and/or walking for extended periods of time.
• Work Environment: Work is performed in a shared space in all weather conditions.
• Equipment: General office equipment, golf cart (valid CA driver’s license required), two-way radio, and mobile phone.

Schedule: Position requires regular weekday hours with occasional evenings or weekends. Hours may fluctuate based on seasonal needs.

NOTE TO ALL CANDIDATES

Due to the nature of the Garden’s work, which may include interaction with children, you should expect to undergo and be cleared of an employment background/criminal check if extended an offer for employment. You also may be asked to provide proof of educational degree(s), licenses or credentials relevant to the position. To apply, please send cover letter and resume to hr@sonomabg.org

 Sonoma Botanical Garden is an equal opportunity employer.  We value the diversity of individuals and the ideas, perspectives, insights, and values they bring to the workplace