The Democracy Fund is seeking an experienced, skilled, and innovative professional to serve as its Operations Manager. The Operations Manager will be responsible for improving and coordinating major operational systems, including financial management, human resources, information systems, contract management, and office administration, as well as managing the ongoing day-to-day operations of the Fund. The ideal candidate will have a passion for managing responsive systems, delivering excellent customer service, and working collaboratively in a dynamic environment. The Operations Manager will report to the Director of Grants Management and Operations. 

Specific responsibilities include:

Financial Management, Budget Planning, and Execution

• Work with Democracy Fund leadership to develop and manage annual budgets for the organization, communicate the monthly status of the organization’s budget, and train and support managers and staff on budget management
• Plan and manage implementation of new budgeting software to improve the budgeting process and identify, execute, and document ways to improve the Fund’s financial systems
• Manage the Fund’s expense reimbursement system (Expensify), grants and financial reconciliation data, coding, and financial statements, preparing for annual tax-related submissions and audits, and submissions of management reports and board material
• Work with staff and external partners to ensure internal controls and proper payments
• Provide guidance to program staff on the financial health of prospective grantees

Contracts Management

• Manage the Fund’s contracts system, process and policies, and train staff accordingly
• Support staff with contract development and negotiation
• Review and approve all contracts, serving as a liaison with legal as needed
• Review and approve all invoices and manage the invoicing processing system
• Manage the implementation of an improved contract review and approval system
• Office Administration and Information Technology
• Direct the Operations team’s support of office management, internal event coordination, and technology support, including support of the Fund’s 2016 build out and move to new office space
• In conjunction with the Fund’s IT support staff, manage the migration of the Fund’s email and calendaring system to a new platform and also seek improvements to the Fund’s information systems to ensure proper documentation and training

Human Resources (HR)

• Manage the Fund’s relationships with its Professional Employee Organization and 401(k) management company
• Partner with leadership on organizational development initiatives, practices, and events
• Guide the Operations team’s support and implementation of HR policies and processes, such as hiring, orientation, communication of benefits, time tracking system, payroll submissions, and employee engagement
• Manage the Fund’s legal compliance with HR-related matters

Management

• Lead the Operations team in a manner that values, empowers, and grows talent
• Contribute to continuous process improvements within the organization
• Assist in development of strategic business plans and operational activities
• Pro-actively lead or support Democracy Fund events or projects as needed
• Represent the Democracy Fund in a manner that is consistent with our mission
• Perform other responsibilities, as requested

Education, Experience, and Skills Requirements:

• Bachelor’s degree in Accounting/Finance, Business Administration, or Information Technology/Systems highly desired (or equivalent experience)
• At least five years of operations and finance management experience
• Nonprofit management experience strongly preferred; experience with private foundations or social welfare organizations desirable
• Demonstrated success as a manager, possessing excellent interpersonal skills and collaborative management style
• Highly proficient with standard office software (e.g., MS Excel and financial management software), tech savvy and a quick study with new software systems; experience implementing new software systems a plus
• Highly analytical and organized, bringing a sense of urgency, a positive, problem-solving attitude, and a dedication to excellence and integrity
• Excellent communication skills, both verbal and written
• Commitment to learn and grow in a workplace that values diversity of many dimensions
• Knowledge of tax and other compliance implications of non-profit status
• Passion for strengthening American democracy

Interested candidates should send a cover letter and resume to Tony Bowen at tbowen (at) democracy fund (dot) org with the subject line “Operations Manager.” No phone calls please.