Director of Operations

Position Title: Director of Operations 

Organization: Sam Day Foundation

Reports to: Executive Director 

Location: Portland, Oregon [hybrid]

Salary: $85,000 - $90,000

Benefits: Health, 2 weeks paid vacation first year, 2 weeks sick leave, 9 holidays. 

The Director of Operations plays a pivotal role in advancing the mission of the Sam Day Foundation (SDF). This position is responsible for overseeing and optimizing the organization's day-to-day operations, ensuring efficiency, effectiveness, and alignment with our goals. The Director of Operations will collaborate closely with the executive team, staff, volunteers, and external partners to ensure the Foundation operates seamlessly and achieves its mission-driven objectives.

We are seeking a Director of Operations based in Portland, Oregon who thrives in a hands-on environment, where rolling up your sleeves is just as vital as leading processes and people. The Director of Operations for Sam Day Foundation is instrumental in driving our mission forward. Unlike larger teams where delegation is the norm, this role will be intimately involved in every aspect of our operations. From executing tasks to strategizing long-term objectives, this candidate wears many hats and is a critical member of a small team impacting our success and making a huge impact in the community.

ABOUT US

Dream big, laugh often, live well. The mission of Sam Day Foundation (SDF) is to advance research for childhood and young adult cancers and facilitate wellness-centered support and experiences so kids with cancer can survive and live well.

The Foundation started as a group of people who loved Sam Day and were compelled to fight for him and other young people dealing with the brutality of childhood cancer. With his passing in 2016, his circle of support felt a profound sense of loss, anger, and sorrow. We have become keenly aware of the devastating effects of cancer and the need for better treatment options. In 2018, we decided to launch the Sam Day Foundation.

What started as a proactive effort to save Sam and other young people battling Ewing Sarcoma, has grown into a strong community of compassionate philanthropists and advocates of all ages and backgrounds. Today, our hope is to generate enough attention and resources toward innovative and promising research to one day make it possible for more kids with cancer to survive and live well.

Primary tasks for the Director of Operations will include:

FINANCIAL MANAGEMENT

Under the oversight of the Executive Director and board Treasurer, supervise all accounting, reporting and cash management activities of the organization. Execute all requests for financial and operational projects and issues as required.

Accounting

• Oversee the SDF accounting systems and processes. Experience with Quickbooks including a strong working knowledge of all aspects of the system and the ability to generate reports and maintain routing workflows. 
• Supervise the SDF Operations Assistant to ensure accurate bookkeeping and build process workflows to ensure efficient handling of income and expense transactions and proper handling of all accounting transactions. This includes the deposit and disbursement of funds and the booking of accounting transactions resulting in timely financial statements that accurately reflect the condition of the organization. 

Reporting

• Prepare financial reports as requested for the board Treasurer presentation. 
• Respond in a timely manner to requests for any financial information or to correct any
  misinformation as directed by the Treasurer.
• Collaborate with the Executive Director to produce an annual report each year that
  showcases SDF’s accomplishments and summary financial data.
• Prepare and file an annual 990 form in collaboration with the Treasurer, Executive
  Director and tax CPA.
• Present financial reports to key stakeholders as requested.

Cash Management, Banking and Investments

• Ensure that both bank and investment accounts are monitored for accuracy and appropriate liquidity.
• Create workflows to ensure both timely payments and deposit of funds.
• Initiate banking and investment transactions as required.
• Forecast cash flow requirements and inflows to optimize invested cash resulting in higher interest income. 

Budget 

• Responsible for preparing the annual draft budget of administrative expenses for review and approval by the Executive Director and Board.
• Responsible for working within the board approved administrative budget.

Internal Controls

• Ensure tax compliance for all aspects of the organization.
• Establish a separation of duties relating to the authorization, disbursement, deposit, and booking of cash flows.
• Collaborate with auditors for seamless audits as required. 

Donor Development and Grants

• Collaborate with the Executive Director and future Director of Development to forecast revenue and fundraising expenses.
• Oversee GiveButter donor database, having a strong understanding of the system workflows and the ability to pull reports as required and to supervise and coach on the system.
• Shared responsibility in January of each year to pull and send tax documents to donors from the previous calendar year.
• Create workflow and execute on proper acknowledgement when SDF receives a grant “Thank You”.

ADMINISTRATIVE MANAGEMENT

• Oversee and lead administrative staff, ensuring cohesion and support.
• Develop efficient office procedures.
• Manage day to day operations and optimization of facilities. 
• Stay current on local laws for compliance.
• Oversee insurance renewal and various business filings.

HUMAN RESOURCES, IT AND PERSONNEL MANAGEMENT

• Ensure compliance with employment and labor law and regulations. 
• Ensure compliance and best equity practices for recruitment, onboarding, and training processes.
• Strengthen staff success and wellness through ongoing improvement of HR policies.
• Oversee payroll and benefits administration.
• Develop an employee handbook and policies appropriate to the size of the organization.
• Manages the SDF domain registery and other general IT needs.

PROGRAM MANAGEMENT

Research: 

• Draft, update and manage research contracts.
• Manage funds transfers to receiving institutions.
• Manage grant cycle schedule, updates and communications through the granting portal.
• Maintain grant records.
• Track publications and generate reports.

Wellness: 

• Maintain Wellness Box distribution records.
• Oversee Wellness Box inventory and requests.

Scholarship: 

• Schedule interviews with students and the scholarship committee at the school.
• Update guidelines annually. Submit to the school and post on the website.
• Submit funds and letters to Universities.
• Maintain all scholarship records.
• Update website following awards.

Events: 

• Partner with the Executive Director and the Director of Development to oversee and coordinate all SDF events.
• Manage all contracts, insurance certificates, vendor communication and payments.
• Schedule and attend committee meetings,
• Maintain information files for each event.
• Support volunteer needs and event day volunteer organization. 

QUALIFICATIONS:

• Bachelor's degree in business administration, non-profit management, or a related field or equivalent work experience.
• Proven experience in non-profit or operations management.
• High level of proficiency in Microsoft tools  including MS Word, MS Excel, and MS PowerPoint.
• Strong accounting and financial management skills.
• Excellent leadership and team-building abilities.
• Effective communication and interpersonal skills.
• Demonstrated strategic planning and problem-solving expertise.
• Proficiency in relevant software and technology.

Other Skill and Abilities: 

• Comfortable operating in a remote work environment but available to attend regular in-person meetings in the Portland, OR area.
• Experience supporting an Executive Director and Board. 
• Adept, confident and proven in multi-tasking, entrepreneurial non-profit, or business environments.
• Thorough knowledge of non-profit organization operations, including demonstrated ability to develop, implement and manage organizational systems and processes.
• Commitment to professional growth and business best practice. 

The Sam Day Foundation is an equal opportunity employer. We encourage individuals from diverse backgrounds to apply. 

If you are passionate about making a difference in the lives of children and families affected by pediatric cancer and possess the skills and experience to excel in this role, we invite you to join our team.

Application Instructions:

Please submit your resume, cover letter, and references to lorna@samdayfoundation.org by April 22, 2024. In your cover letter, explain why you are interested in this position and how your experience aligns with the mission and values of the Sam Day Foundation. We look forward to reviewing your application and considering you for this impactful opportunity.