Career Opportunity

Administrative Services Manager (1827) – SFO – Museum (Eligible List ID # 151407)

Recruitment: RTF0151406-01129060

Published: December 10, 2024

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

This is a Position-Based Test conducted in accordance with CSC Rule 111A.

• Application Opening: Wednesday, 12/4/24
• Application Deadline: Tuesday, 12/10/24, 5:00 PM (PST)
• Compensation: $118,872- $144,560 annually
• Recruitment ID: PBT-1827-151407

San Francisco International Airport (SFO), an enterprise department of the City and County of San Francisco (CCSF), has approximately 1,700 CCSF employees and strives to be a diverse, equitable, and inclusive employer.

SFO’s mission is delivering an airport experience where people and our planet come first and our core values are Safety and Security, Teamwork, Excellence, Care, and Equity. Learn more about careers at SFO. 

For more information about SFO, visit www.flysfo.com. Follow us on Twitter and Facebook.

As a team member of SFO, you will embrace SFO’s core values and SFO’s Racial Equity Action Plan.

Role description

Established in 1980 by the Airport Commission, SFO Museum’s mission is to delight, engage, and inspire a global audience with programming on a broad range of subjects; to collect, preserve, interpret, and share the history of commercial aviation; and to enrich the public experience at San Francisco International Airport. The Museum has been accredited by the American Alliance of Museums since 1999 and retains the distinction of being the only accredited museum in an airport. The Museum operates more than twenty-five sites throughout the Airport terminals, including fourteen galleries that exhibit a rotating schedule of art, history, photography, science, and cultural exhibitions. Among the sites is the San Francisco Airport Commission Aviation Library and Louis A.Turpen Aviation Museum, which houses a permanent collection of more than 150,000 objects related to the history of commercial aviation. For additional information about SFO Museum, please visit www.sfomuseum.org.

This position is responsible for all facilities management and operation of the Airport Commission Aviation Museum and Library (AML), including management of the volunteer and M-badge programs.

The essential functions of this position include:

• Manage the AML facility including recommending and overseeing support of safety and security related improvements, building upgrades, maintenance of the physical plant, and other improvement requests.
• Manage the AML’s budget and resources, and participate in budget development related to AML facilities and programs; maximize existing resources, oversee purchases, monitor materials inventories, and arrange acquisition of equipment/materials.
• Manage the AML's rental and special event functions through coordinating, planning, and scheduling events, maintaining the AML's master events and activities calendar, and reviewing and processing permits for use by SFO staff and vendors.
• Monitor and review day-to-day and special event use of the AML by SFO staff, vendors, contractors, visitors and patrons and ensure compliance with established SFO and AML policies and procedures; recommend and develop general policies, procedures, and work practices to support and improve the AML's functions and use.
• Collaborate and coordinate with other SFO Museum staff to manage support functions provided for SFO Museum's public programs, exhibitions, special events, etc.
• Oversee the implementation of SFO Museum educational programs through coordinating and promoting participation, liaising with school districts, and programming tours; implement updates and improvements to tour and education programs as needed.
• Supervise and direct the work of professional and administrative staff providing support functions to the AML, including conducting performance evaluations, project scoping and assignment, and career development.
• Manage the Museum's M-Badge program to ensure background checks and badging appointments are completed and SAO and TSA policies are followed, and review the M-Badge Program periodically to recommend and implement program updates as needed; serve as an Authorized Signatory for the Museum.
• Manage SFO Museum's Volunteer Program through recruiting, badging, directing, supervising and scheduling daily shifts and special duties for volunteer employees; cultivate a collegial and enthusiastic work environment for Museum volunteers.
• Partner with Marketing and Communications and SFO Museum management to collect, analyze, and integrate data into program planning to increase public and community engagement and use of the AML, with a focus on traditionally underrepresented communities. Generate and analyze a variety of reports such as AML Activities and Revenue Performance Biweekly Report and SFOM Advance Notification of Activities Monthly Report, develop recommendations based on data to identify areas of improvement, and prepare data and reports for Museum management.
• Perform other functions outlined in the 1827 (Administrative Services Manager).

How to qualify

Education:

A baccalaureate degree from an accredited college or university; AND

Experience:

Four (4) years of professional administrative/management experience which includes budget development, contract and financial administration, and personnel administration; two (2) years of this experience must include supervisory experience.

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review our articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications. 

Desirable Qualifications
The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred to hiring.

• Excellent verbal and written communication skills
• Proven ability to thrive in a fast-paced, detail-oriented work environment
• Experience in managing volunteer programs, including recruitment, training, scheduling, and supervision of volunteers in a museum or similar cultural institution.
• Experience coordinating and overseeing events, with expertise in planning, scheduling, and executing special events and programs.
• Background in overseeing facilities that house high-value or sensitive objects, ensuring safety, security, and proper maintenance of the physical environment.
• Demonstrated ability to work cross-departmentally with multiple stakeholders, fostering collaboration among staff, vendors, contractors, and community partners to achieve organizational goals.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

One year full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.

Nature of Work
Requires extensive computer work requiring keyboarding and prolonged sitting and working off a flat screen monitor to perform strategic and economic analysis, analyze, manipulate and generate reports; ability to work effectively with managers, co-workers, contractors and other personnel; and ability to identify issues and problem solve.

Verification
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at Verification of Experience and/or Education

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Selection Procedures
After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Supplemental Questionnaire Evaluation (Weight: 100%)
Candidates who meet the minimum qualifications will be sent a Supplemental Questionnaire. The Supplemental Questionnaire is designed to measure the knowledge, skills and abilities required for this position.  All candidates’ responses to the Supplemental Questionnaire are subject to verification. All relevant experience, education and/or training must be included in the responses in order to be reviewed in the rating process.

 A passing score on the Supplemental Questionnaire must be achieved in order to be placed/ranked on the eligible list. Candidates will be placed on the eligible list in rank order according to their final score.

Note: Only those applicants meeting the minimum qualifications will be notified of the exact date, time and place to report for the examinations. Applicants who meet the minimum qualifications are not guaranteed to advance through all of the steps in the selection process.

Transportation Security Administration (TSA) Security Clearance: Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history record check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening. Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission.

What else should I know?

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be six months, and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2022-23.pdf

Terms of Announcement and Appeal Rights:
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.sf.gov/.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit in Promotional Exams
• Right to Work
• Copies of Application Documents
• Diversity Statement

Applicants will receive a confirmation email from notification@careers.sf.gov that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. 

Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Recruiter Information: If you have any questions regarding this recruitment or application process, please contact the Recruiter Vicky Lei at vicky.lei@flysfo.com.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.