Knowledge Operations Manager Jobs in Fremont, CA

Salary Range: $92,000.00 - $133,000.00

Division: Washington Health Foundation

Job Title: Operations Manager, Foundation

Job Code:

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.

Statement of Accountability

Reports to: Executive Director, Foundation

Supervises: Development Officer

Qualifications

Education

Licensure

Work Experience

Skills/computer/ specific technical

Other qualifications, miscellaneous

Specify if qualifications are required or preferred

Education

Bachelor's Degree required

Licensure

CFRE or similar certification preferred

Work Experience

5-7 years of nonprofit operations, development operations, or related experience required

Experience in healthcare philanthropy or nonprofit fundraising preferred

Experience supervising staff preferred

Skills / Computer / Technical

Strong expertise in Blackbaud Raiser's Edge NXT or similar CRM required

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

Other Qualifications

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

Essential Job Responsibilities

Achieving Results

Key Components: assess, plan, evaluate, demonstrate initiative, quality of work, productivity

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

Demonstrates Skill

Key Components: competency, job knowledge, organizational skills, analytical skill, management of information, employee & patient safety

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

Planning & Coordinating

Key Components: delegates, decision making, problem solving, management of resources

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)

Professionalism

Key Components: dependability, interpersonal skills, teamwork, patient first ethic, customer service, communication skills, punctuality/attendance, receptiveness to criticism, judgment, confidentiality

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

Improving the Organization

Key Components: performance improvement, quality initiatives

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

Self-Development

Key Components: maintain license/certification, education and training

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

Regulatory Compliance

Key Components: JCAHO, Title 22, OIG, HIPAA, State/Federal laws, hospital policies

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

Note

This role is a strategic investment in the Foundation's infrastructure. By strengthening data integrity, analytics, and operational systems, the Operations Manager enables frontline fundraisers to focus on donor relationships, improves donor experience, reduces risk, and supports the long-term growth of philanthropic support for Washington Health.

Prepared by:

Title:

Date:

Approved by:

Title:

Date:

Personnel Office Review:

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Revised Date:

Physical Requirements

Job Code# ____ Job Title _Operations Manager, Foundation__

1. Physical Activities - General description. Show average time (0 - 8 hours) per workday.

a. Sitting: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

b. Walking: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

c. Standing: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

d. Bending: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

e. Squat, kneel, None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs) crawl:

2. Weight lifted / force exerted. Show average time (0 - 8 hours) per workday:

a. 0 -15 lbs. (light): None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

b. 15 - 50 lbs. (med): None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

c. 50 + lbs. (heavy): None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

d. Describe type of activity: Pushing/Pulling Reaching above shoulder level Lifting Carrying.

e. Details of heaviest item/activity:

3. Repetitive use of hands. Show average (0 - 8 hours) / workday:

a. Both hands: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

b. Dominant only: None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs))

c. Dexterity: Simple grasping Power grasping Fine manipulation.

Describe any special activity:

4. Repetitive use of feet (other than walking/standing), i.e. foot control. Show average time (0 - 8 hours) workday:

a. Right Left Both None/minimal (0-1) Occasional (1-2) Frequent (3-4) Continuous (5+ Hrs)

Describe any special activity:

5. Vision requirements.

a. No Special Requirements

b. Close Vision (clear vision at 20 inches/ less)

c. Distance Vision (clear at 20 feet or more)

d. Color Vision (ability to identify and distinguish colors)

e. Peripheral Vision (ability to observe up/down or left/right while eyes are fixed on a given point)

f. Depth Perception (three-dimensional vision; ability to judge distances and spatial relationships)

Describe any special vision requirement:

6. Hearing requirements.

a. No Special Requirements

b. Ability to hear alarms on equipment

c. Ability to hear patient call

d. Ability to hear communications/instructions from staff or public

Describe any special hearing requirement:

7. Work Environment - This job requires exposure to the following environmental conditions:

a. Blood or body fluids e. Toxic or caustic chemicals i. Electrical shock risk.

b. Wet, humid conditions (non-weather) f. Outdoor weather conditions j. Risk of radiation

c. Work near moving mechanical parts g. Extreme cold (non-weather) k. Vibration

d. Fumes or airborne particles h. Extreme heat (non-weather)

l. Noise level for work environment is: Very Quiet Quiet Moderate Loud Very Loud