Knowledge Operations Manager Jobs in San Ramon, CA

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:
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Date:
Approved by:
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Personnel Office Review:
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Physical Requirements
Job Code# ____ Job Title _Operations Manager, Foundation__
1. Physical Activities - General descriptionShow 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 exertedShow 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 handsShow 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 averagetime (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
Remember to update header & footerJob Hazard Analysis
Department: Foundation____ Job Code #: ____
Hazards Which May Be Encountered
Injury
Methods To Prevent Injuries
Lifting Objects/Patients
Back Injuries
Hernias
Understand A&P of back, causes of back pain, preventive approaches, use of aids when lifting.
Preventive measures when lifting and use aids when lifting.
Slip/Trip/Falls
Contusions, Sprains, Strains
Avoid undue speed. Use handrails. Clean up spills immediately.
Fires & Natural Disasters
Burns & All Types of Injuries
Recognize possible causes of fires. Smoking materials, faulty equipment. Employees should educate patients. Compressed gasses are flammable & under pressure so must be handled with care. Workers need to be familiar with disaster plans and know exit routes.
Electrical Hazards
Shocks & Burns
Be aware of unsafe equipment and appliances. Attend electrical safety classes and seek assistance if any unsafe areas are noted.
Assaults
Minor Injury to Death
Employees need to be cognizant to potential dangers to ensure safety. Awareness of existing security measures and defensive behavior can protect employee from assaults.
Needles & Sharps
Cuts, Punctures, Lacerations
Sharps should be discarded in designated containers. Employees should exam & handle soiled linens & similar items as if they contained hazardous items.
Obstacles & Broken Objects
Abrasions, Contusions, and Lacerations
Arrange furniture to allow free movement about the room. Keep doors & drawers closed when not in use. Clean/discard broken objects properly (i.e. broken glass should be swept up - not picked up with fingers).
Possible Exposures to Infections Hepatitis/Tuberculosis/Cytomegalovirus/Varicella/AIDS/Herpes/Staph Infections, Lice/Scabies/Rubeola
Infection
Use Infection Control procedures as defined in Infection Control manual. These include handwashing, protective clothing, knowing the risks. Label linens and wastes properly.
Possible exposure to acids & other chemicals used within the hospital
Refer to MSDS's
Employees should follow procedures as explained in their department Hazardous Material training and refer to MSDS's before using/handling any chemical. Follow procedures and do not use any chemical without proper labeling.
Hazards Which May Be Encountered
Injury
Methods To Prevent Injuries
Latex
Dermatitis to death
Alert supervisor if you feel that you are allergic to latex materials. Use non-latex gloves for sterile procedures.
Soaps, Detergents, Cleaning Solutions
Dermatitis
Follow Departmental procedures. Protective clothing is available if Dept. is unable to substitute agents that do not cause dermatitis.
Ergonomic Problems
Wide Variety of Musculoskeletal nervous disorders
Body mechanics, positioning of equipment/furniture, and repetitive actions can cause employees to experience a variety of physical problems. Employees should follow safe body mechanics as described in ho