Head of Operations

Position Description:

The Head of Business Operations at The Milo Foundation ensures the organization runs effectively by overseeing daily operational policies, supervising administrative staff, ensuring that communications with the public are consistent and positive, and maintaining legal and financial compliance for the organization.

This role manages key administrative functions including payroll, expense tracking, facility maintenance, coordination with external vendors, insurance requirements, and the organization’s accounting firm, business and event applications, and public relations and promotional materials.

This Director fosters a motivated team through hiring, training, and performance reviews, while ensuring a safe and welcoming environment for animals, staff, and visitors. Coordinate with the Director of Animal Care, Sanctuary Development Director, and Founder as a central business liaison between Milo’s Sanctuary and the Point Richmond Adoption Center.

The Director aligns cross-site workflows, implements technology systems, ensures the Milo website is up to date and portrays the organization in an engaging way, keeps key volunteers updated, and provides regular reporting to donors and the Milo Board to communicate impact and organizational progress.

Key Responsibilities:

• Implement and oversee daily operational policies to ensure efficient functioning
• Recruit, train, and supervise administrative staff; conduct annual performance reviews and team building events for all staff to foster a motivated team
• Work with Director of Animal Care to ensure the safety, sanitation, and upkeep of the facility to provide a safe environment for animals and visitors
• Ensure adherence to all relevant laws, regulations and reporting requirements including tax regulations, employment law and fundraising guidelines
• Oversee and improve volunteer program, events, marketing, fundraising and social media programs
• Provide Milo’s accounting firm with receipts and other relevant documentation to account for program and administrative expenses, and ensure completion of the array of other business needs (ie insurance forms, claims, credit card renewal, etc) not covered by the accounting firm
• Manage expenses by requesting proper authorization for purchases and contract renewals in accordance with policies
• Approve timesheets for hourly employees as part of the payroll process
• Generate reports and deliver presentations as required for donors, corporate funding, and the Milo Board to communicate progress and impact
• Ensure that the organization is utilizing the appropriate technology systems and controls
• Enhance the use of video marketing for Milo animals on our website and other streaming opportunities
• Act as a key liaison with the Milo Sanctuary and the MPR Adoption Center in coordination to ensure aligned operations

MINIMUM REQUIREMENTS

• Minimum five years of experience in managing business operations, preferably within a nonprofit organization; college degree required.
• Proficient in computer operations; familiarity with or ability to quickly learn Wordpress, Shelter Luv, Mailchimp, Bloomerang Volunteer, and payroll software.

KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional organizational skills with the ability to thrive in a fast-paced, dynamic environment.
• Strong leadership capabilities, work ethic, creativity, and adept problem-solving abilities.
• Ability to manage challenging situations with compassion and professionalism.
• Excellent verbal and written communication skills.
• Ability to act with integrity, professionalism, and confidentiality at all times
• Familiarity with dogs and cats and their needs, ability to oversee fair and compassionate decisions regarding animals and potential clients.

Milo Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

COMPANY CONFORMANCE STATEMENT

In the performance of their respective tasks and duties, all employees are expected to conform to the following:

• Perform quality work within deadlines with or without direct supervision
• Interact professionally with other employees, seniors, customers, and vendors
• Adhere to all company policies and procedures
• Work effectively as a team contributor on all assignments
• Work independently while understanding the necessity of communicating and collaborating with other employees, volunteers, groups and organizations to achieve success

Essential functions of this job are as described above. This document in no way states or implies that these are the only duties, responsibilities, or functions to be performed by the employee occupying this position. Duties and assignments may be subject to change at any time due to business needs, reasonable accommodation or operational reasons or requirements.