Kara seeks an Operations and Finance Manager who will collaborate closely with the dedicated team and leadership to oversee and coordinate the financial and operational systems, ensuring everything functions efficiently. This new position offers the chance to manage all aspects of operations, from finances and IT to quality control. This role will also have the opportunity to gain valuable knowledge and experience related to all aspects of nonprofit management and exposure to high-level strategic planning.

About Kara

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. Kara is committed to diversity, equity, and inclusion and maintains no affiliations with religious or government-based organizations.

Qualification

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.

Responsibilities

Operations Management:
- 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.
Financial Management:
- 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 functions