Director of Operations

This is a remote position.

Critical Functions

Director of Operations

$75,000-$85,000  |  REMOTE (US-BASED)  |  FULL-TIME

The Director of Operations is the operational hub and internal technology strategist for the organization. Designed for a process-oriented, tech-forward leader, this position ensures our systems, financial workflows, HR functions, and compliance structures run seamlessly as we scale.

The ideal candidate blends high-level systems thinking with hands-on administrative execution, leveraging technology and automation to maximize team efficiency and maintain rigorous operational standards across all functions.

Key Responsibilities

1. Technology & Operational Efficiency

• Systems Architecture: Evaluate organizational platforms through the lens of efficiency, automation, and scalability; reduce manual effort across all departments.
• Software & Tool Management: Audit existing tools (Gusto, DonorDock, GoFundMe Pro, Microsoft 365), eliminate redundancies, manage vendor relationships, and oversee subscription budgets.
• Process Documentation: Establish and enforce Standard Operating Procedures (SOPs) for all key operational and administrative processes.
• Data & Insights: Build and maintain reporting systems that give leadership clear, real-time visibility into operational performance.

2. Finance & Accounting Management

• Financial Planning: Partner with the Executive Director to draft and manage the annual operating budget, revenue forecasts, and cash flow projections.
• Banking & Bookkeeping Liaison: Oversee daily banking activity, bill pay, and donation reconciliations; serve as primary contact for external bookkeepers and accountants.
• Payroll Oversight: Review and authorize bi-weekly payroll cycles; document labor division to prevent reconciliation risks.
• Audit & Tax Prep: Lead preparation for the annual audit, IRS Form 990, and state tax filings in coordination with outside financial partners.

3. Human Resources & Benefits Administration

• Benefits Oversight: Manage health, dental, vision, and 401(k) programs; coordinate annual renewals with brokers and guide staff through open enrollment.
• Employee Life Cycle: Manage onboarding and offboarding in Gusto—including system access, hardware returns, and final payroll—ensuring a consistent employee experience.
• Recruitment & Reviews: Partner with leadership on non-ED recruitment (job descriptions, postings, screening); build and maintain the annual performance review calendar.
• Compliance & Handbooks: Maintain the Employee Handbook to ensure ongoing alignment with federal and state labor laws.

4. Legal, Compliance & IT Governance

• Tax & Entity Compliance: Maintain 501(c)(3) status, state fundraising registrations, trademark filings, corporate Bylaws, and Articles of Incorporation.
• Privacy & Data Protection: Direct the organization’s HIPAA compliance program, complete annual staff training, and enforce data privacy terms.
• IT & Access Governance: Act as primary internal liaison to IT Managed Services Provider (SCS); enforce platform access controls across all software.
• Legal Liaison: Manage relationships with outside general counsel to route contract reviews, compliance questions, and regulatory risks.

5. Administration & Infrastructure

• Board Support: Maintain the Board of Directors Handbook, director bios, and governance documentation.
• Document & Credential Governance: Maintain shared drives, execute vendor contract tracking, and oversee credential management via Bitwarden.
• General Operations: Manage leases, storage facilities, incoming/outgoing mail systems, and physical/virtual supply needs.

Key Objectives (First 12–18 Months)

• Tech Stack Roadmap: Complete a comprehensive audit of all existing platforms and implement a prioritized efficiency roadmap.
• Automation Wins: Roll out 3–5 high-impact workflow improvements that eliminate manual friction across core departments.
• SOP Library: Document clear, standard operating procedures across all primary administrative and operational functions.
• Compliance Rigor: Ensure 100% on-time execution for all state registrations, HIPAA requirements, and IRS Form 990 filings with zero lapses.
• Governance Standard: Fully implement standard onboarding/offboarding IT access checklists and complete an annual IT vendor review.

Requirements

Qualifications & Requirements

Required Experience & Skills:

• Experience: 5+ years of progressive leadership in nonprofit operations, systems management, or administration.
• Tech-Forward Mindset: Direct experience optimizing software systems and leveraging emerging AI tools (e.g., ChatGPT, Claude, Copilot) to streamline communication and workflows.
• Core Competencies: Proven expertise in nonprofit budgeting, HR administration, vendor management, and regulatory compliance.
• Operational Skills: Detail-driven, highly organized self-starter capable of managing cross-functional initiatives in a fully remote environment.
• Discretion: Track record of maintaining absolute confidentiality regarding personnel, financial, and legal matters.

Preferred Experience:

• Software Familiarity: Working knowledge of Gusto, DonorDock, QuickBooks, Bitwarden, or Microsoft 365 administration.
• Compliance Background: Experience managing HIPAA compliance, multi-state solicitation registrations, and nonprofit audit preparation.
• Education & Leadership: Bachelor’s degree in Business Administration, Nonprofit Management, or related field; experience managing or mentoring staff.

Benefits

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.