Operations Manager

Category Information
Job Title: Operations Manager
Division: Resource Development
Status: Exempt
Hours: Full Time (1.0 FTE)
Supervisor/ Reporting: Vice President/Resource Development Division
Supervisorial Responsibilities: Grant Writer & Advancement Specialist


The Operations Manager is responsible for overseeing and implementing all resource development support operations in order to secure consistent and sustainable financial support for the organization. This position coordinates closely with the Vice President for Resource Development in developing and maintaining systems for collecting, analyzing data, and generating timely, accurate and robust reports to support fundraising, grants and programs. This position is responsible for maintaining the technology for the Resource Development Division, as well as advising on updates and systems necessary to advance the work of Many Mansions. The Operations Manager also serves as the grants manger in developing and ensuring the implementation of an annual grants work plan, including timely submission, reporting and stewardship of funders.

Essential Job Duties & Responsibilities:
To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The duties of the position of Advancement Specialist include, but are not limited to, the following:

Essential Duty or Responsibility
1. Assists Vice President in the day-to-day operations of the Division that include:

  • Development and tracking of annual budgets
  • Creation and maintenance of giving reports, policies and procedures
  • Daily division operations

2. Provides oversight for all grants administration, overseeing all aspects of non-philanthropic grant activity including:

  • creation of an annual grants calendar
  • collaborates with the Vice President to establish an annual goal to support the programs and activities of Many Mansions
  • supports the grant writer in identifying potential grant funders
  • ensures that grants are submitted in a timely and accurate fashion
  • ensures that appropriate data is collected for grant reports
  • ensures that all grant reports are completed in a timely and accurate fashion

3. Oversees all database functions to ensure that data is collected accurately and entered according to defined business rules

  • Creates reports for the Resource Division that are timely and robust
  • Provides weekly reports to the Vice President and leadership on fundraising goals and activities
  • Assists with the drafting, tracking and documentation of gift agreements and proposals

4. Develops and implements training for Many Mansions staff on database and technology systems

  • Provides refresher and updated training annually or as needed

5. Develops and supports the implementation of an annual technology plan that includes:

  • goals for the use of software in the Division
  • recommendations for upgrades, maintenance and new technology, as appropriate

6. Oversees and supports the daily work of the Advancement Specialist.

  • Ensures that all donations are acknowledged and documented in a timely and accurate fashion
  • Ensures that gift acceptance policies are followed
  • Ensures that the data entered is timely, accurate and appropriate for the required reports for the division
  • Supports the Advancement Specialist in the creation and presentation of reports

7. Support fundraising activities by providing accurate and timely data  to the Resource Development Division that includes:

  • Reports on established metrics and goals
  • Donor lists with up to date contact information and appropriate segmentation
  • Prepares mailing, email and other outreach lists as needed for fundraising and outreach activities

8. Coordinates closely with the Donor Relations Manager to ensure timely, accurate and robust donor data collection and report development

  • Ensures effective utilization of the database to implement best practices around donor relationship management including tracking donor engagement, documenting strategies, gift agreements and donations
  • Ensures that Annual and In-Kind gifts are documented appropriately
  • Develops recommendations around philanthropic annual goals and activities that are data-driven

9. As a senior member of the Resources Division Department, provides leadership and participates, contributes and supports all aspects of the Department

10. Other duties as assigned.

Qualifications & Conditions

Communication: Possesses excellent communications skills, including but not limited to, the ability—

  • To speak and write clearly, meaningfully, and persuasively;
  • To speak, listen, and respond effectively with and among staff, agencies, residents, donors, partners, and community members; and
  • To give presentations and speak effectively before groups and organizations.

Computer Skills:

Has proficiency in computer and computer applications, including Microsoft Office programs (Word, Excel, PowerPoint, and Outlook), social media, and data management programs.

Experience with Salesforce preferred.


Driving is required for this position.

Therefore, the staff member must have the legal ability to drive a motor vehicle in California, proof of a valid California driver’s license, and adequate motor vehicle insurance.

Education, Experience, & Certifications:

Has substantial education and experience in nonprofit fundraising.  Preferred education and experience may include any combination equivalent to the following –

  • Bachelor’s degree or higher from a four-year college or university preferred;
  • Two years’ work experience with face to face fundraising, preferably including major gift solicitation;
  • Demonstrated ability to engage donors and supporters in organization’s mission and increase financial gifts.

Leadership & Other Skills:


Has a demonstrated ability to work well with others and provide leadership. Must be self-motivated, creative, and have ability to set priorities independently. Must be able to adhere to all company policies and procedures, in addition to all State, federal and local laws and regulations.

Mathematical & Reasoning Skills:
Possesses excellent mathematical and reasoning skills. This includes, but is not limited to, the ability to perform basic mathematical skills (add, subtract, multiply, divide, fractions, decimals, etc.), the ability to resolve practical problems and deal with a variety of concrete variables in situations where only limited information exists, and the ability to interpret data and/or instructions.

Physical Demands:
While performing the duties of this job, the staff member is regularly required to sit, use hands to finger, handle, or feel objects, tools and/or controls, talk and hear. The staff member is occasionally required to stand, walk, and reach using feet, legs, back, arms and hands. The staff member must be able to lift and/or move up to 20-40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and the ability to adjust focus.

Work Environment:
This job position has a moderate to high stress work environment.

The work environment may have frequent interruptions, time constraints, and emotional demands.  Noise level is low to moderate. The corporate culture is friendly and goal oriented.

The work environment characteristics described here are representative of those a staff member encounters while performing the essential functions of this job.

There must be willingness and an ability to work nights and weekends, as needed.



Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions.