- Coordinate and manage agency-wide systems and administrative functions related to finance and operations.
- Manage infrastructure and operations including office space maintenance, organizational level equipment, supplies, and materials.
- Manage Kara's technology needs, including website management, client and donor databases, security, accounting, and payment systems.
- Manage the implementation and adoption of Kara's standardized processes and procedures, including periodic policy & procedure updates.
- Manage facility needs, including negotiating space leases and facility rentals with partner organizations.
- Manage relationships with outside consultants and vendors (IT, equipment, accounting, insurance, regulatory bodies), negotiating contracts and ensuring cost-effective solutions.
- Identify and implement opportunities for continuous improvement of data management systems, document management systems, and explore/implement additional enterprise software as needed.
- In concert with the Executive Director, manage and implement human resource programs and policies including coordinating all searches and hiring for Kara.
- Provide support for donor cultivation, solicitation, and stewardship with the Executive Director, Development Director, and Board members.
- Support the Executive Director and Development Director with grants management and reporting.
- In concert with the Development Director, support marketing and communications activities, including print and digital materials.
- Work with department managers to integrate quality control measures into program delivery and enhance overall effectiveness.
- Collaborate with service departments to measure and report on program outcomes, supporting data-driven decision-making.
- Contribute to long-term strategic decision-making by providing research, analysis, and thought-partnership.
- In concert with the Executive Director, draft agendas, supporting materials, and financial reports for Board of Directors meetings.
- Oversee special projects as needed and collaborate with program team members in activities related to the overall success of organization-wide goals.
- In collaboration with Executive Director, develop and monitor annual operating budget and financial plans.
- Manage all accounting functions (A/P, A/R, analysis, reporting, etc.).
- Contribute to continuous improvement of strong internal controls and financial policies to mitigate risks and ensure responsible stewardship of Kara's resources.
- Manage the annual external audit/review process and annual tax return filing.
- Administer vendor contract process to ensure complete documentation and timely payments.
- Serve as primary liaison with outsourced accounting firm (ShiningStar Consulting) which provides monthly reconciliations and year-end close financial support.
- Monitor, provide analysis, and report on financial performance.
- Ensure business compliance reporting obligations are fulfilled.
- Prepare financial reports for specific projects in compliance with grant requirements.
- Ensure orderly and detailed documentation of financial, operational, and personnel records.
- Support Executive Director in payroll processing function.
- Clear understanding and commitment to Kara's non-profit mission, vision, and guiding values of empathy and compassion.
- Bachelor's degree in Business/Nonprofit Administration, Finance, Accounting, or a related field. MBA or relevant professional certification (e.g., CPA) is a plus.
- 5-7 years of nonprofit management experience, particularly in human services, showcasing strong relationship-building abilities.
- Proven operations, budget and financial systems management experience.
- Proven ability to lead and enjoy both strategic and tactical work.
- Strong accounting, finance, and analytical skills, including financial planning; a keen aptitude for details, numbers, and compliance.
- Excellent project management and organizational skills; able to manage multiple projects simultaneously and meet deadlines consistently.
- High proficiency in operations, information systems, and accounting productivity software: Microsoft Office Suite, Google Workspace Suite, QuickBooks Online, Wordpress, Adobe Suite, and database applications.
- Experience with HR management functions, including policy development, implementation, recruitment, and onboarding.
- Detail-oriented problem solver with demonstrated experience in developing and improving systems and processes amidst ambiguity as well as working with limited resources and supervision.
- Excellent written and verbal communicator adept at fostering collaboration and understanding with all stakeholders of an organization (staff, volunteers, boards, donors, etc.).
- Self-aware team player dedicated to continuous improvement and building a collaborative workplace culture.
- Ability to function as both an individual contributor and leader, with strategic thinking capabilities and a focus on team dynamics.
- Experience with quality control methods and program outcomes measurement.
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Operations & Finance Manager - Palo Alto, United States - Kara
Description
Job Description
Job DescriptionMake a Difference as Operations & Finance Manager
Do you excel at keeping complex systems running smoothly? Are you passionate about using your strong organizational and financial skills for a cause you believe in? Join us at Kara as we enter an exciting new chapter of growth and opportunity. As Operations & Finance Manager, you'll play a key role in strengthening our organizational infrastructure and ensuring every dollar of our $2 million budget maximizes its impact to support the bereaved in our community.
Collaborating closely with our dedicated team and leadership, the Operations & Finance Manager will oversee and coordinate our financial and operational systems, ensuring everything functions efficiently. This new position offers the chance to manage all aspects of our operations, from finances and IT to quality control. In this role you will also have the opportunity to gain valuable knowledge and experience related to all aspects of nonprofit management as well as exposure to high-level strategic planning.
To be considered for this position please submit a cover/interest letter with your resume. The letter should express why you are interested in working for Kara (a nonprofit dedicated to serving the bereaved) and how your skills and experiences uniquely qualify you for the role.
Responsibilities include, but are not limited to, the following:
Operations Management:
Financial Management:
Qualifications
Through a time-tested and highly effective peer model (adopted from the Shanti Model), over 200 trained volunteers, supervised by professional staff, support grieving adults and children as they navigate loss. Kara provides a space where those in grief find deep relief in the company of others who understand. Our peer services are designed to be accessible and are offered at no cost to those we serve. We are funded primarily by charitable donations and the heartfelt generosity of the community we serve.
Kara is committed to the principles of diversity, equity and inclusion and maintains no affiliations with any religious or government-based organizations.
Company Description
As a nonprofit organization serving the San Francisco Bay Area since 1976, Kara provides comprehensive bereavement support, grief education and crisis response to individuals and communities facing the difficult realities of death and dying. Serving 5,000 individuals annually, Kara provides a wide breadth of grief support and education services to the community including: individual and group peer support; in- house psychotherapy; on-site crisis intervention; bereavement education and training services; Camp Kara, a bereavement camp for children 6-17 years old; and community events. \r\r
Through a time-tested and highly effective peer model (adopted from the Shanti Model), over 200 trained volunteers, supervised by professional staff, support grieving adults and children as they navigate loss. Kara provides a space where those in grief find deep relief in the company of others who understand. Our peer services are designed to be accessible and are offered at no cost to those we serve. We are funded primarily by charitable donations and the heartfelt generosity of the community we serve.\r
\r
Kara is committed to the principles of diversity, equity and inclusion and maintains no affiliations with any religious or government-based organizations.
