Director of Operations

The Director of Operations is the operational and strategic backbone of this nonprofit organization. Reporting directly to the Executive Director (ED), this leader is responsible for building and sustaining a high-functioning, technology-forward operational infrastructure that enables the organization to grow its mission efficiently and effectively.

This is not an administrative execution role — it is a proactive leadership position. The Director of Operations is expected to continuously evaluate every area of the organization through the lens of technology and operational efficiency: identifying gaps, implementing better systems and tools, eliminating redundant processes, and building toward a more scalable organization. Finance, HR, legal compliance, administration, and board support all fall within this leader's purview.

The Director of Operations provides the infrastructure, systems, and support that allows the entire organization to operate at their best.

Critical Functions

Technology & Operational Efficiency

• Serve as the internal technology strategist — continuously evaluate all organizational functions through the lens of efficiency, automation, and scalability
• Audit existing tools, platforms, and workflows across finance, HR, programs, development, and administration; identify redundancies, gaps, and opportunities to streamline
• Research, recommend, and implement new technologies or process improvements that reduce manual effort and improve organizational performance
• Own all software subscriptions and vendor relationships; ensure platforms are being used to their fullest potential and that the organization is not over- or under-tooled
• Establish and maintain documented standard operating procedures (SOPs) for key operational processes across the organization
• Build toward a more proactive, data-informed organization — ensuring the right information is accessible to leadership at the right time

Finance & Accounting

• Partner with the ED to develop and manage the annual operating budget, cash flow projections, and revenue forecasts; serve as the internal financial steward ensuring leadership has clear visibility into organizational health
• Review and authorize each bi-weekly payroll cycle prepared by AIOA; serve as the internal point of contact for payroll-related questions from staff; maintain a clear, documented division of labor with AIOA to eliminate duplication and reconciliation risk
• Manage day-to-day banking activity including deposits, bill payment, and reconciliation across donation platforms; ensure timely flow of financial information to the external bookkeeper
• Serve as the primary internal liaison to the external accounting and bookkeeping firm; review monthly financials, respond to requests, and ensure financial records are accurate and complete
• Coordinate the annual audit and 990 tax return preparation; serve as the internal point of contact for the accounting firm and provide all requested documentation and context
• Evaluate financial reporting and payment workflows for efficiency improvements; ensure the organization is maximizing the value of its external accounting relationship and financial tools

Human Resources & Benefits Administration

• Act as HR administrator overseeing all employee benefits including health, dental, vision insurance, and 401(k)
• Coordinate annual benefits renewal with broker; communicate plan options to staff during open enrollment
• Maintain and update the Employee Handbook in accordance with current state and federal regulations; communicate changes to all staff
• Oversee employee onboarding in Gusto including payroll setup, benefits enrollment, and distribution of welcome materials
• Own the performance review process - establishing the annual review calendar, distributing self-evaluation materials to employees ahead of each review, and preparing the ED with relevant documentation and context to support meaningful evaluations.
• Lead the hiring process for non-ED roles in partnership with the ED - including drafting and finalizing job descriptions, managing postings, and coordinating the interview process - with the ED actively involved in interviews and retaining final decision-making authority on all offers.
• Own employee offboarding - access revocation, equipment return, final payroll coordination, and documentation - ensuring consistent execution regardless of circumstances
• Evaluate and improve HR systems and processes to reduce administrative burden and improve the employee experience

Legal & Compliance

• Ensure the organization maintains current federal and state tax-exempt status; manage IRS documentation including 990s and W-9s
• Work with outside counsel to maintain active state fundraising registrations across all required jurisdictions
• Maintain and update Bylaws, Articles of Incorporation, and trademark registrations; build and maintain a system-driven compliance calendar so all renewal and expiration dates are tracked proactively
• Oversee HIPAA compliance program including annual employee training
• Ensure the organization maintains current disclaimers, privacy policies, and data collection terms
• Identify opportunities to use technology to streamline compliance tracking and reduce legal risk
• Serve as the primary internal liaison to contract general counsel; route legal questions, manage the relationship, and coordinate review of contracts, HR policy, HIPAA obligations, and website compliance on an ongoing basis

IT & Technology Governance

• Serve as the named internal owner for IT governance — designated point of accountability for the managed services vendor (SCS), access governance, platform security, and data protection across all organizational systems
• Own and enforce a documented onboarding and offboarding checklist covering all platforms (Microsoft 365, DonorDock, GoFundMe Pro, and others); ensure access governance is applied consistently for every staff change
• Manage the SCS (IT managed services) vendor relationship; ensure SLA terms are current, contract assumptions reflect actual device and platform scope, and the relationship is reviewed formally on an annual basis
• Ensure a documented data recovery plan exists for donor and patient records; coordinate with SCS or other partners to close any backup and restoration gaps

1. Board of Directors Support

• Maintain and update the BOD Handbook; ensure Directors have current bios, head shots, and pertinent organizational documents

1. Administration & Organizational Infrastructure

• Maintain the organizational shared drive, ensuring all documents are organized, accessible, and consistently updated
• Manage all vendor contracts and service agreements; proactively track renewals, payment schedules, and expirations
• Oversee credential and password management using Bitwarden and internal documentation
• Coordinate incoming and outgoing mail, postage, and office supply management
• Maintain estate, trust, will, and insurance beneficiary files
• Act as POC for storage facility and office lease agreements

What Success Looks Like

In the first 12–18 months, the Director of Operations will be measured by:

• A completed audit of all existing tools, platforms, and workflows with a prioritized roadmap for improvements
• At least 3–5 operational efficiency wins implemented — processes streamlined, manual work reduced, or better technology adopted
• All compliance deadlines (state registrations, 990, benefits renewals, HIPAA training) managed proactively with zero lapses
• Standard operating procedures documented for all critical operational functions
• A finance and reporting infrastructure that gives leadership real-time visibility into organizational health

A documented platform access governance checklist is in place and enforced for all onboarding and offboarding; IT vendor relationship with SCS is formally reviewed and current

Key Competencies & Qualifications

Core Competencies:

• Self-starter who thrives in small, fast-paced environment
• Ability to manage multiple priorities in a remote environment
• Technology-forward mindset; comfort leveraging emerging AI tools (e.g., ChatGPT, Claude, Microsoft Copilot) to streamline daily workflows, draft correspondence, and summarize long reports.
• Process improvement and systems thinking
• Financial acumen and nonprofit budgeting
• HR administration and regulatory compliance
• Vendor and contract management
• Strong organizational and project management skills
• Excellent written and verbal communication
• Strong attention to detail and organizational and project management skills
• Discretion in handling sensitive and confidential information

Preferred Experience:

• 5+ years in nonprofit operations or administration
• Demonstrated track record of implementing operational improvements or technology solutions
• Experience with Gusto, QuickBooks, DonorDock, or similar platforms
• Familiarity with 501(c)(3) compliance and IRS reporting requirements
• Experience administering employee benefits programs
• HIPAA compliance experience preferred
• Experience supervising or mentoring staff
• Bachelor's degree in Business, Nonprofit Management, or related field

Salary: $75,000-$85,000 annually; exact compensation is based on a range of factors including the labor market, job level, internal equity, and budget. Offers will take into consideration the candidate's skills, education, experience, geographic location, and other necessary credentials.

Benefits:

· Health, dental, vision, and retirement plan

• Work laptop and technology resources for a remote office
• Generous paid time off
• Flexible work arrangement in a fully remote environment
• A culture of learning and development
• The opportunity to contribute to a meaningful cause and advance your career in the nonprofit sector