Open Positions

Please send cover letter and resumes to: HR@balboapark.org

 

Administrative Assistant 

Reports to:
Elizabeth C. Babcock, PhD, President and CEO (50%) Andrea Smith, Volunteer Project Manager (50%) 

Job Summary:

The Administrative Assistant for Forever Balboa Park (FBP) provides the President and CEO, the Executive Staff, and the Volunteer Manager with communications, calendaring, database, and administrative support. This position reports to the President and CEO, and the Volunteer Manager. The Administrative Assistant is a public-facing role, assisting the Forever Balboa Park team with communications, reporting, and project work with the trustees, staff members, park stakeholders, and public officials. The position serves as the administrative liaison to the Board of Trustees, working directly with the Board Chair and other trustees to support committee work, board meetings, scheduling, event planning, and donor activities. The Administrative Assistant interacts with our diverse cadre of 350+ volunteers while supporting the Volunteer Manager and the President and CEO. This is a terrific opportunity for an ambitious, people-focused professional with a passion for Balboa Park. Our generous benefits package includes paid time off, health insurance, dental insurance, vision insurance, life insurance, long-term disability insurance, and a 403(b) retirement plan with a 5% employer match. 

Responsibilities: 

General Administrative Support (25%) 

  • Manage the CEO’s calendar, ensuring all arrangements are made for meetings, speaking engagements, travel, and receptions.
  • Greet visitors, field telephone calls, and sort mail addressed to the organization, referring pertinent requests to other members of the staff or personally taking appropriate action as required.
  • Host in-office visitors with appropriate hospitality, escorting guests to the appropriate meeting locations, greeting them, and answering inquiries. 
  • Ensure public areas of office space are well maintained, and supplies (office or hospitality) are well stocked, along with basic office administration for the main office. 
  • Collaborate with staff leads on public facing events, providing administrative and day-of support. 
  • Mail checks, process incoming checks and check requests for the Finance team.

Board of Trustees Support (25%) 

  • Oversee and maintain the annual board and committee calendar and notify Trustees of key dates. 
  • Take minutes, prep/format agendas, distribute materials, and manage calendar invitations for board work. 
  • Maintain electronic and hard copy filing systems for all Board related documents. Schedule and coordinate set up for Board and committee meetings. 
  • Train board members on technology used when requested. 
  • Respond appropriately to requests for tours, events and other special requests in support of trustees.
  • Maintain board mailing, data, and distribution lists.

Volunteer Program Administrative Support (50%) 

  • Support Volunteer Manager with email and phone correspondence, notifications, and updates to various volunteer groups and individual volunteers. 
  • Assist with database, records management, recruiting and training as directed.
  • Schedule volunteer shifts with Volunteer Manager and City staff 
  • Keep an up to date inventory of all volunteer field supplies. 
  • Prepare materials for volunteer field work.
  • Take photographs of volunteers working in the field, and secure and maintain photo release forms.

Other Duties 

  • Follows all FBP safety regulations. 
  • Other projects and duties as assigned.
  • Some evening and weekend work will be required, approximately 1weekend day a month and 1 evening events a month to support either volunteer or public-facing events.

Knowledge, Skills & Abilities 

  • Experience in a fast-paced office environment requiring multi-tasking ability with a high level of discretion. 
  • Through understanding of Zoom, Doodle Poll, Microsoft Office Suite (Docs, Excel, PowerPoint including use of graphics and video), and Google-suite (Docs, Sheets, Slides). 
  • Experience with MyCommittee or other team management/ project management and CRM/donor databases preferred. 
  • Ability to use and quickly learn new office support technology systems and software packages. 
  • Ability to draft and compose correspondence and standard reports, agendas, and meeting minutes. 
  • Ability to handle sensitive/confidential information with discretion, and manage high pressure situations with poise. 
  • Ability to plan, organize and complete work independently with accuracy.
  • A team player. 
  • Applicants with bilingual Spanish/English writing and speaking abilities are encouraged.

Experience and Education 

  • We welcome applicants with diverse training and experiences, including college, high school programs, a technical/vocational program, or their equivalents. 
  • 2-3 years of related office and administrative work experience. 
  • 2-3 years of progressively responsible work experience in a position requiring a high degree of judgment, discretion and initiative. 
  • 1-2 years experience working with donors, trustees, or executives. 

Physical Requirements 

  • Must be able to lift 40 lbs. 
  • Some bending, stooping, and kneeling 
  • Sitting for significant time at a desk working with a computer and keyboard
  • Ability to perform repetitive tasks 70% of the time 
  • Ability to communicate orally and in written formats
  • Visual acuity to perform tasks
  • Ability to receive detailed information through oral communication

This job description describes the general nature and level of work expected of people assigned to this job. It is not intended to include all duties & responsibilities. Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.

    Download the position description here. 

    All qualified candidates please submit resume and cover letter to: hr@balboapark.org

    No phone inquiries, please.

     

    AmeriCorps VIP Fellow

    Reports to:
    Andrea Smith, Volunteer Project Manager

    Job Summary:

    • If selected, the candidate will need to apply and be accepted to the AmeriCorps VIP Fellowship, a separate program from Forever Balboa Park. Please see the requirements and further details here.
    • AmeriCorps VIP Fellow will assist in developing and continuing the Forever Balboa Park’s Trail Stewards program that engages skills-based and one-time volunteers.
    • Work with partners such as Parks and Recreation for the development and continuation of the Trail Stewards program.
    • Will work with FBP staff and leaders to identify needs and design impactful volunteer opportunities based on the Points of Light Service Enterprise guidelines for one-time volunteer programs and other long-term volunteer programs such as Tree Stewards, Park Ambassadors, Garden Stewards and internships.
    • The VIP fellow will recruit and train community members as volunteers for new programs and for park-wide events such as Cinco de Mayo, Food Truck Fridays, Holiday Food Truck Festival, Spring Fling Food Truck Festival, Halloween Family Day and December Nights.
    • Utilize the VIP Work Plan to build systems for tracking, training, managing, and evaluating volunteers
    • Serve side-by-side with volunteers in the Tree Stewards, Park Ambassadors, and Garden Stewards programs to provide guidance, and better understand the volunteers’ needs while improving the volunteer experience
    • Participate in professional development opportunities including orientation, regular meetings and National Days of Service with local VIP cohort, one regional retreat, and online training
    • Assist volunteers in use of Volgistics to track their hours as well as run internal reports
    • Some evenings and weekends will be required
    • Other duties as assigned

    Qualifications and Skills:

    • Excellent time management and organizational skills
    • Effective communicator
    • Needs to work well both independently and with a team and display excellent follow through and self-initiative
    • Capacity to take direction and embrace constructive feedback
    • Ability to work professionally and collaboratively in a team setting and semi-open office environment
    • Strong attention to detail, yet able to see the broader picture

    Physical Demands:

    • Ability to lift 30lbs
    • Ability to sit for prolonged periods of time
    • Ability to stand/walk for 1.5 hours continuously
    • Ability to sit at a desk and view a computer screen for long periods of time
    • Ability to bend, stoop and reach

    Download the position description here

    All qualified candidates please submit resume and cover letter to: hr@balboapark.org

    No phone inquiries, please.

    Head of facilities and operations 

    Full-time (40 hours)

    In-Person/Non-Remote

    Position located at the Forever Balboa Park offices in the House of Hospitality, Balboa Park

    Reports to: Elizabeth C. Babcock, PhD, President and CEO 

    Job Summary:

    As a newly created non-profit organization resulting from a merger, Forever Balboa Park has a long history as an active leader in the park, leading park improvement projects, programs, and advocacy efforts. We realize our mission via a staff of 16 full time employees, several hundred volunteers, and a volunteer board. The Head of Facilities and Operations is a newly created position, reporting directly to the President and CEO, and will be a member of the Senior Team. While this position has oversight of multiple functional areas of the organization, given the size and tenure of the new organization, this position requires hands-on work maintaining the facilities, as well as administrative duties. These responsibilities include the day to day operations and maintenance of the organization’s facilities, including:

    • The House of Hospitality in Balboa Park (where our organizational headquarters are located, an historic building, housing a restaurant, a visitor center, public restrooms, a public courtyard, and several tenant administrative offices).
    • The Visitors Center, a seven day a week information hub and gift store located within the House of Hospitality, where Park visitors get information about the Park, purchase tickets to the attractions, shop, and register for Forever Balboa Park tours.
    • The Balboa Park Carousel, owned by Forever Balboa Park, located a ten-minute walk from the House of Hospitality.
    • The Head of Facilities and Operations will also provide oversight of the Human Resources function for the organization.

    The Director will supervise 5 direct reports (HR Manager, Director of Visitor Experience, Carousel Manager, Custodian, and Maintenance Specialist, as well as numerous contractors, including janitorial and plumbing services, heating and cooling system contractors, among others. This is an exceptional opportunity for a person with a deep passion for Balboa Park, significant experience in managing and maintaining facilities, expertise in operations, and a sincere commitment to partnership and exceptional customer service. Our generous benefits package includes paid time off, health insurance, dental insurance, vision insurance, life insurance, long-term disability insurance, and a 403(b) retirement plan with a 5% employer match. Compensation commensurate with experience.

    House of Hospitality Maintenance Responsibilities

    • Provide depth of knowledge in engineering best practices for facilities including HVAC, building automation systems, life safety and systems, security systems, lighting fixtures and controls, plumbing, as well as tenant improvement projects.
    • Hands-on involvement in maintenance and repair, including ordering supplies and parts, and managing the workshop, is required.
    • Conduct RFQs and bid proposals, procure project equipment and materials, and schedule work. Manage construction and fabrication/installation contracts. Collaborate closely with project stakeholders and clients to ensure that work planned and completed meets the organization’s and tenants’ needs and budgets.  
    • Identify, budget for, prioritize, and manage capital projects up to $500,000, including an upcoming 2023 chiller replacement project, and a fire panel installation project.
    • Manage custodial and maintenance operations for the House of Hospitality, including coordination of services, prioritization, and scheduling of routine and unplanned maintenance. 
    • Review and strengthen operational procedures, including opening and closing procedures, tenant coordination and work order process, and event related facilities support and logistics.
    • Arrange for basic maintenance of the organization’s two golf carts and truck, equipment, and tools, partnering with project leads.
    • Follow all Forever Balboa Park safety regulations. Maintain compliance with all city, state, and federal enforcement agencies associated with facility operations, including but not limited to hazardous materials, life safety, and utility services.
    •  Be a visible presence and available resource for tenants, visitors, and staff in the public spaces of the House of Hospitality. Be willing to jump in to solve problems with partner organizations in the best interest of the Park.
    • Consult with FBP advisors about historic building maintenance and repairs, as needed.
    • Weekend and evening work 2-3 times a year, but availability to be on call for emergencies is required. During capital improvement projects, early morning hours will be required.
    • Other duties as assigned.

    Visitor Center and Balboa Park Carousel Responsibilities 

    • Supervise the Director of Visitor Experience and provide oversight of Visitor Center operations and revenue strategy, with a focus on improving operational efficiencies in staffing policies and procedures, daily opening and closing operations, utilization and tracking of services provided, retail operations, and visitor services strategies.
    • Collaborate with the Director of Visitor Experience on any repairs, upgrades, or improvement projects to the facility.
    • Ensure that communications and parkwide issues and updates that impact and/or enhance the visitor experience are shared appropriately through Visitor Center channels. 
    • Supervise the Carousel manager and provide management support of the Carousel staff team as needed, including organizing Carousel operations in support of revenue goals.
    • Oversee maintenance and repair services to the Balboa Park Carousel in partnership with the Carousel manager.
    • Align hourly staff policies and procedures between the Visitor Center and Carousel, seeking efficiencies and consistency across the organization.
    • Partner with the Projects team to ensure the planned 2022-2023 restoration of the Carousel proceeds with minimal disruption to planned budgets and revenues.

    Other Duties

    • Supervise the HR Manager on HR operations and responsibilities. Key areas to focus on are security and safety protocols, including OSHA requirements, and emergency procedures. 
    • Partner with the Finance department on payroll processes and operations in the context of supervising the HR function.
    • Effectively communicate and  train the building’s tenants and Forever Balboa Park staff on safety procedures.
    • Coordinate with the Balboa Park Ranger team,  the San Diego Police Department, and partners at nearby cultural institutions to ensure that the House of Hospitality and its environs remain safe and secure for visitors and employees.
    • Develop and adhere to appropriate operational budgets and revenue goals for Building Operations, Visitor Center, Carousel, and HR functions of the organization.
    • Establish quantitative and qualitative metrics, guidelines, and standards by which the organization’s efficiency and effectiveness can be evaluated; identify opportunities for improvement.
    • Grow staff leadership in each functional area, equipping team members with skills needed to ensure adequate staffing levels and backup, and professional growth.
    • Perform other related duties as assigned.

    Education and Experience

    The ideal candidate will possess a combination of the following education and/or equivalent experience:

    • 4-5 years demonstrated experience in Facility and Building Management with a hands-on approach to problem solving.
    • 3-5 years of experience in project management or operations at a small to medium size facility.
    • Demonstrated expertise in capital project planning, budgeting and implementation for a commercial facility, with specific expertise in restaurant facilities preferred.
    • Minimum 2 years experience supervising maintenance and custodial staff.
    • 1-2 years experience or professional training preferred in Human Resources topics such as workplace safety, and/or HR policies and procedures.
    • 2-3 years experience in a supervisory role in a customer service or visitor-facing organization..                                               

    Knowledge, Skills, and Abilities

    • Building systems management experience including controls, fire alarm, automation, HVAC, and security.
    • Knowledge of building products, construction details and relevant rules, regulations and quality standards.
    • Ability to interpret plans, schematics, specifications and other technical docs.
    • Experience with creating and implementing programs that satisfy CAL/OSHA regulations.
    • Able to provide creative troubleshooting and resourceful solutions for an historic building with unique constraints and challenges.
    • Ability to create and manage work-order processes in collaboration with stakeholders. 
    • Superior managerial and diplomacy skills.
    • Excellent written and verbal communication skills.
    • Strong organizational and analytical skills.
    • Proficient in Google suite (Sheets, Docs), and Microsoft Office products (including Excel, and Word).
    • Must have a demonstrated ability to establish and maintain positive working relationships with diverse constituents and team members.

    Language Skills

    • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
    • Ability to write routine reports and correspondence. 
    • Ability to speak effectively before groups or individuals. 
    • Bilingual speaking abilities in Spanish a plus.
    • Ability to effectively communicate with external vendors.

    Physical Demands 

    • Ability to perform the physical work requiring manual dexterity, agility, strength and coordination, including ability to lift 50 lbs.
    • Ability to receive and document detailed information through oral communication.
    • Ability to communicate orally and in writing.
    • Visual acuity to perform tasks.
    • Significant bending, stooping and kneeling.
    • Sitting for extended time at a desk working with a computer.
    • Ability to drive the Forever Balboa Park golf cart, and the physical ability to set up outdoor pop up tents, load and unload tent and collateral furnishings and materials in various locations of the park.
    • Valid CA drivers license.
    • Ability to work outside or an outside courtyard for extended periods. 
    • Must be able to climb a ladder.
    • Must be able to wear Personal Protective Equipment.
    • This position is required to work hours as capital projects and emergencies demand, including early hours, evenings, weekends as needed. 

    This job description describes the general nature and level of work expected of people assigned to this job.  It is not intended to include all duties & responsibilities.  Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role

    All qualified candidates please submit resume and cover letter to: hr@balboapark.org

    No phone inquiries, please.

      Download the position description here

       

      Project Specialist

      Full-time (40 hours)

      In-Person/Non-Remote

      Location: Forever Balboa Park offices in the House of Hospitality, Balboa Park

      Reports to: Director of Planning, Design and Program

      Position Summary:

      As a newly created non-profit organization resulting from a merger, Forever Balboa Park has a long history as an active leader in the park through park improvement projects, programs, and advocacy. We realize our mission via a staff of 16 full time employees, several hundred volunteers, and a volunteer board. The Project Specialist is responsible for assisting the Director of Planning, Design, and Programs with the daily operations of the park improvement department to help facilitate and coordinate the success of all Forever Balboa Park projects and programs. Projects and programs examples are: tree inventory database management, garden enhancement and restoration, park volunteer curriculum development and coordination, etc…  Our generous benefits package includes paid time off, health insurance, dental insurance, vision insurance, life insurance, long-term disability insurance, and a 403(b) retirement plan with a 5% employer match. Compensation commensurate with experience.  

      • Contribute to project and design work, and produce informational materials, conceptual plans, and renderings for the organization to promote park projects.
      • Help prepare cost benefit analysis for projects and provide accurate and timely project data for funders, board of directors, and stakeholder reports.
      • Work with construction and landscape contractors and park partners to schedule meetings and project work, as well as design, plan and install park improvement projects.
      • Work with Parks & Recreation partners to facilitate and coordinate park improvement projects and programs.
      • Coordinate park improvement projects with and without volunteers.
      • Provide additional support for volunteer programs and events as needed.
      • Assist with coordinating stakeholder input and feedback for project presentations to various committees (Park Improvement Committee (PIC), Parks and Recreation Board, Balboa Park Committee, etc.).
      • Assists with facilitating meetings including convening and scheduling for the horticulture working group and Park Improvement Committee meetings, including minute taking and distribution.
      • Work with External Relations staff to promote projects and other park improvement program opportunities on social media platforms, traditional press and media channels, and in-person outreach.
      • Respond to general park project public inquiries in coordination with the department lead.

      Education and Experience

      • We welcome applicants with diverse training and professional experience in fields ranging from landscape design to project management, obtained through college, a technical/vocational program, or equivalent experience
      • Demonstrated experience with iterative design, feedback, and revision loop process for project development, design, implementation, and evaluation
      • Minimum 2 years of experience in a comparable role

      Knowledge, Skills, and Abilities

      • Excellent time management and organizational skills
      • Effective communicator
      • Ability to work well both independently and with a team and display excellent follow through and self-motivation
      • Capacity to take direction and embrace constructive feedback
      • Ability to work professionally and collaboratively in a team setting and semi-open office environment
      • Strong attention to detail, yet able to see the broader picture
      • Proficiency with office software and applications (e.g. MS Word, Excel, PowerPoint, Google Suites and mail platforms) and with design software (e.g., InDesign, Photoshop, AutoCAD, or others) required.

      Physical Demands:

      • Must be able to lift 40 lbs.
      • Some bending, stooping, and kneeling
      • Valid driver’s license required
      • Ability to perform repetitive tasks 70% of the time, including sitting for significant time at a desk working with a computer
      • Ability to communicate orally and in written formats
      • Visual acuity to perform tasks
      • Must be able to work with basic landscape tools outdoors for extended time periods 
      • Must be able to set up and take down canopy for volunteer info booths
      • Visual acuity to perform tasks
      • Ability to receive and document detailed information through oral communication
      • Some weekend, early morning or evening work on a monthly cycle 

      Language Skills

      • Ability to write routine reports and correspondence. 
      • Ability to speak effectively before groups or individuals. 
      • Bilingual speaking abilities in Spanish a plus.
      • Ability to effectively communicate with external vendors and contractors.

      This job description describes the general nature and level of work expected of people assigned to this job.  It is not intended to include all duties & responsibilities.  Duties, responsibilities and related activities may change at any time with or without notice. The order in which the duties & responsibilities are listed is not significant.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their role.

      All qualified candidates please submit resume and cover letter to: hr@balboapark.org

      No phone inquiries, please.

      Download the position description here

       

      Make Balboa Park a Better Place

      At Forever Balboa Park, your job becomes part of your legacy.

      When you join our team, you have the opportunity to sustain and enhance San Diego’s crown jewel and one of the Best Parks in the World. As a small nonprofit, we are collaborative, data-driven and start-up minded. Together, you can help us advocate for the greater good of Balboa Park.

      Only applications for current job openings are considered. We are only able to contact those candidates whose skills and background best fit the needs of the open positions—please, NO phone calls. Forever Balboa Park is an Equal Opportunity Employer committed to diversity in the workplace.

      Forever Balboa Park
      Human Resources
      1549 El Prado, Ste. 1
      San Diego, CA 92101

       

      Please send cover letter and resumes to: HR@balboapark.org

      NONDISCRIMINATION POLICY 

      Formally Adopted by the Board of Trustees on January 9, 2018

      Forever Balboa Park is committed to providing an inclusive and welcoming environment for all members of its staff, visitors, volunteers, subcontractors, vendors and donors. We do not and shall not discriminate on the basis of race, color, religion, creed, gender identity, gender expression, age, national origin or ancestry, disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services.

      Forever Balboa Park is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant.