Job Opening: Finance and Operations Director

Based in the California Sierra Nevada foothills, Woolman’s mission is to both inspire and prepare individuals to work for peace, justice, and environmental sustainability, and to deepen their personal and spiritual growth. Continuing its six-decade legacy as a hub for Quaker values, Woolman offers diverse educational and enrichment programs at the 240-acre Sierra Friends Center campus, a unique environment where guests can study, practice, reflect and renew as they are immersed in nature, with simple accommodations, meeting spaces, and a working farm that provides fresh organic food.

Woolman Programs include transformative workshops, camps and retreats for people of all ages, in groups or as individuals. Activities at Woolman at Sierra Friends Center are guided by core values of simplicity, nonviolence, truth speaking, silence, service, and a belief in the human spirit while surrounded by the physical, mental and spiritual healing power of nature. We practice radical acceptance, treating each person with dignity and respect. This is an educational institution based on Quaker values but we are not a religious organization. Being a member of the Society of Friends is not a requirement of the job.

During the Covid pandemic, while the organization was virtually shut-down with only administrative and site management functions operating, a devastating wildfire burned 30% of campus buildings. The insurance proceeds and the pandemic shut-down afforded the organization time and resources for recovery and the rebuilding is now in process.

Operations Director

Job Description

Reporting to the Executive Director, the Operations Director will ensure that the organization is able to perform efficiently and effectively. This includes meeting legal compliance obligations, ensuring work environments are adequate and safe, identifying opportunities for improvement, and implementing policies and procedures that will improve day-to-day operations. The scope of the position encompasses human resources, finance, administration, site and IT management. 

Duties and Responsibilities

Financial Management

  • Manage Restricted, Designated and Unrestricted Funds in accordance with the Finance Policy
  • Manage bank and brokerage accounts at appropriate levels to pay bills, and maintain reserves and restricted fund accounts
  • Create financial reports for the Executive Director to meet the Board’s financial oversight obligations including balance sheet, P&L, cash flow projections
  • Develop and monitor the annual budget
  • Handle all financial and legal compliance activities 
    • Record all donations and issue Gift Acknowledgment Letters
  • Manage bookkeeper (contractor) who pays all bills, taxes, and handles all payroll activities; review, approve and code all invoices for payment
  • Manage the CPA (contractor) who regularly reviews financial reports, prepares taxes and performs formal annual financial reviews during non-audit years
  • Manage insurance policies 

HR Function

  • Manage employee expense reimbursement and payroll for processing by bookkeeper
  • Manage employee benefits programs
  • Manage employee records 
  • Support managers with onboarding and separation processes
  • Ensure compliance with federal and state employment laws
  • Maintain the Employee Handbook
  • Manage the HR services firm who advises on legal compliance, offers trainings and consults on HR best practices

Site Management

  • Manage Site Manager/Caretaker and staff who perform site management work including all campus facilities, utilities infrastructure, farm (garden and pastures), and open space
  • Oversee the preparation of an Annual Site Maintenance plan and budget and capital improvement projects according to the multi-year Rebuilding Plan
  • Oversee all site compliance and permitting activities for state and local regulations and insurance
  • Approve contractors bids and contracts, and manage progress and final payments
  • Support grant applications for site improvements; administer grant agreements
  • Ensure an Injury and Illness Prevention Program (IIPP) meets OSHA requirements including a comprehensive Emergency Action Plan; facilitate appropriate staff trainings; manage OSHA 300 reporting

IT and Database Support

  • Maintain the CiviCRM database that includes all contacts for the organization
  • Facilitate list creation and mailings for various needs
  • Support event registration
  • Manage the office technology infrastructure including networking, internet access, phones, computers and software with support of IT contractor(s)

Administration

  • Manage Administrative Assistant who also supports guest services for the Retreats Manager
  • Ensure office supplies and equipment meet the needs of staff 
  • Handle mail service including mailroom and bulk mailings
  • Maintain records as required in the Records Retention Policy; this includes physical files and electronic files
  • Ensure the appropriate background checks occur

Volunteer Program

  • Oversee volunteer program implementation, that is managed by the Administrative Assistant

Required Skills/Abilities

  • Thorough understanding of practices and policies in business, finance and HR
  • Excellent verbal and written communication and interpersonal skills
  • Knowledge of general business software with proficiency in Microsoft Office Suite, GoogleSuite, QuickBooks
  • Ability to manage IT services infrastructure 
  • Excellent organizational skills and attention to detail, and the flexibility to jump from priority to priority
  • Adaptability to respond quickly to a shifting reality and adjust initiatives and priorities accordingly
  • Excellent analytical, decision-making, and problem-solving skills
  • Strong personal and professional judgment

Education and Experience

  • Bachelor’s degree, preferably in business or public administration
  • At least 5 years of experience in an operations management position that includes financial management for a nonprofit organization
  • Experience overseeing site management in a campus setting
  • Experience in direct management of staff

Physical Requirements

  • Prolonged periods sitting at a desk and working on a computer
  • Must be able to lift up to 15 pounds at times

Compensation

Mid $60ks plus competitive benefits package including healthcare, retirement, and PTO.  

To Apply

Please send a resume and cover letter to info@woolman.org 

Timeline

Interviews will begin in February.  Projected start date is mid-March.

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