Operations Manager, Foundation

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:

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 hospital education.  Employees are encouraged to seek assistance from their supervisor if they feel a task is causing them to experience physical problems.Work site evaluation may be indicated and this should be discussed with manager.

Possible Chemical Exposure

Refer to MSDS's

Employees work with a variety of chemicals within the lab setting.Employees receive training upon hire and also are expected to review the Chemical Safety Plan yearly.Employees are expected to follow safe working procedures as instructed.

Possible exposure to radiation

Sterility, Cancer, Shortened Life Expectancy

When appropriate, employees should wear film badges (they are monitored routinely) and use lead aprons, gloves, or shields.Identify and appropriately manage radiation therapy patients and their secretions.

Possible Exposure to Chemotherapeutic Agents

Refer to MSDS's

Employees involved in preparation or administration of chemotherapy drugs have potential for exposure.Employees must undergo training in their department and should follow procedures as directed.

Exposure to Video Display Terminals

Eye strain & stress in addition to ergonomic complaints

It is unknown if significant visual dysfunction results from long-term use of VDT's.Problems may be controlled with control of lighting and glare, the color contrast, and workers should have adequately corrected vision.Employees should seek assistance from their supervisor if they feel VDT is causing problems for them.