Knowledge Operations Manager Jobs in Hayward, CA

Job Description: Salary Range: $92,000.00 - $133,000.00 Division: Washington Health Foundation Job Title: Operations Manager, Foundation Job Code: Position Summary 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: Date: 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)