Operations Manager, Foundation

Washington Hospital•Fremont, CA

74d•$92,000 - $133,000•Onsite

About The Position

The Operations Manager, Foundation provides strategic and operational leadership for the Foundation’s back-end infrastructure, with primary responsibility for data integrity, fundraising operations, analytics, financial coordination, and compliance. This role serves as the operational backbone of the Foundation—ensuring that systems, processes, and reporting enable frontline fundraising success. The Operations Manager oversees the use and optimization of the Foundation’s donor database (Blackbaud NXT), supports data-driven fundraising strategies, and ensures alignment with Finance on reconciliation and reporting. This is the first role of its kind on the team and will be critical in building scalable systems, strengthening operational excellence, and positioning the Foundation for future growth and campaign readiness.

Requirements

Bachelor’s Degree required
5–7 years of nonprofit operations, development operations, or related experience required
Strong expertise in Blackbaud Raiser’s Edge NXT or similar CRM required
Systems thinker with ability to design scalable processes
High attention to detail and commitment to data integrity
Ability to translate data into actionable fundraising insights
Strong project management and cross-functional collaboration skills
Experience with data analytics, dashboards, and reporting tools
Experience managing data integrations and vendors (marketing platforms, event management tools, wealth screening, grateful patient tools)
Strong understanding of nonprofit financial processes, reconciliation and audit readiness
Advanced Excel and data analysis skills

Nice To Haves

CFRE or similar certification preferred
Experience in healthcare philanthropy or nonprofit fundraising preferred
Experience supervising staff preferred

Responsibilities

Lead and continuously improve the Foundation’s operational infrastructure, including gift processing, reporting, data governance, and documentation of standard operating procedures
Oversee the accuracy and integrity of all donor, gift, and pledge data within Raiser’s Edge NXT
Ensure timely and accurate gift entry, acknowledgments, pledge tracking, and reporting
Develop and implement dashboards and reporting to support fundraising strategy, pipeline management, and campaign performance
Partner with the Executive Director to improve fundraising efficiency, including cost-to-raise-a-dollar (CTRD) and operational effectiveness
Support campaign readiness by ensuring systems, processes, and reporting infrastructure are scalable
Serve as system owner for Raiser’s Edge NXT, including configuration, reporting, data standards, and user support
Translate data into actionable insights for frontline fundraisers, including donor segmentation, pipeline analysis, and forecasting
Oversee development of donor lists, reports, and analytics for appeals, stewardship, and major gifts strategy
Maintain high standards of data governance, including policies for data entry, segmentation, and reporting
Provide training and guidance to staff on database use and data best practices
Supervise Development Officer responsible for gift entry, audit readiness, check requests, and monthly financial reconciliation
Coordinate with Finance to ensure accurate and timely reconciliation of gifts, pledges, and financial reports
Oversee integration and coordination of systems including: Marketing/email platforms, Wealth screening tools, Grateful patient fundraising platforms, Online giving systems
Manage vendor relationships and ensure systems align with Foundation strategy and compliance requirements
Develop and maintain operational workflows to support fundraising programs (major gifts, annual giving, events, grants)
Maintain the highest standards of confidentiality related to donor information and financial data
Demonstrate a donor-first and patient-first ethic in all operational processes
Represent the Foundation professionally with internal and external partners
Foster a collaborative, service-oriented environment that supports frontline fundraising success
Lead continuous improvement initiatives to enhance operational efficiency and data quality
Identify and address bottlenecks in fundraising operations and data workflows
Implement systems thinking to align operations with long-term strategic goals
Benchmark Foundation performance against industry standards and best practices
Drive adoption of new tools, technologies, and automation to improve efficiency
Maintain knowledge of best practices in fundraising operations, data analytics, general changes in tax law and nonprofit management
Participate in relevant professional development opportunities
Stay current on advancements in CRM systems, data tools, and healthcare philanthropy trends
Ensure compliance with IRS regulations, gift acceptance policies, and audit requirements
Support audit readiness through proper documentation and internal controls
Maintain knowledge of HIPAA considerations as they relate to grateful patient fundraising
Ensure adherence to Hospital policies, Foundation bylaws, and applicable laws and regulations