Operations & Finance Lead

MISSION & HISTORY
Advancing progressive change by strengthening movements for Economic, Environmental, Political, Racial, and Social Justice. The Fund for Santa Barbara (est. 1980) is a nontraditional community foundation that supports organizations and groups working to advance progressive social change in Santa Barbara County. The FUND is dedicated to finding solutions to current and emerging social problems that challenge our society. To learn more about The FUND and its history, visit our website.

POSITION SUMMARY
The Fund for Santa Barbara seeks an experienced, highly organized, and systems‑oriented Operations & Finance Lead to strengthen our internal operations and support the effectiveness of our Executive Director, Board of Directors, and staff team. This is a key leadership-support role for a mature professional who thrives on building structure, improving systems, and keeping a complex organization running smoothly.
Reporting directly to the Executive Director, the Operations & Finance Lead will be responsible for three core functional areas: (1) Board administration and governance support; (2) internal operations and systems management across two offices; and (3) financial administration and bookkeeping support in coordination with the Fund’s accountant.

This position is ideal for someone who is proactive, detail‑oriented, and confident in prioritizing work, improving workflows, and anticipating organizational needs in a fast‑paced, values‑driven nonprofit environment.

KEY RESPONSIBILITIES

1. Board & Executive Operations (35%)
   • Serve as the primary administrative liaison to the Board of Directors and Board committees.
   • Manage and maintain the Board calendar, including meeting schedules, deadlines, and key governance milestones.
   • Prepare, organize, and distribute Board and committee meeting materials and packets; track RSVPs and attendance.
   • Support onboarding and offboarding of Board and committee members, including document access, orientation materials, and systems setup.
   • Maintain organized digital and physical Board records, including minutes, resolutions, and governance documents.
   • Anticipate Executive Director and Board needs in advance of meetings, retreats, and key organizational moments.
   • Draft and prepare professional correspondence on behalf of the Executive Director and Board, as requested.
   • Track follow‑ups and action items from Board and committee meetings.Note: Attendance at Board meetings may be required periodically, but this role does not regularly staff meetings.
2. Internal Operations & Systems Management (40%)
   • Serve as the organization’s internal operations lead, ensuring that systems, workflows, and office processes function smoothly and consistently.
   • Manage day‑to‑day office operations across two offices, including supplies, vendors, equipment, mail, filing, and general office organization.
   • Develop, document, and maintain clear internal systems and procedures (e.g., Google Drive organization, procurement processes, file naming conventions, internal calendars).
   • Maintain and continuously improve the organization’s Google Drive and shared systems to ensure accessibility, security, and consistency.
   • Oversee procurement processes, including purchasing, vendor coordination, contracts, and inventory management.
   • Ensure technology systems (computers, phones, internet, printers) are functional and coordinated with outside IT support as needed.
   • Manage relationships with external vendors, consultants, and service providers.
   • Support staff onboarding and offboarding from an operations and systems perspective.
   • Coordinate logistics related to office moves, storage, and space planning as needed.
3. Financial Administration & Bookkeeping Support (25%)
   • Support day‑to‑day financial administration in coordination with the Executive Director and the Fund’s accountant.
   • Upload invoices, receipts, and supporting documentation into QuickBooks Online (QBO).
   • Code expenses accurately and consistently according to the Fund’s chart of accounts and financial policies.
   • Assist with accounts payable, credit card reconciliations, and expense tracking.
   • Maintain organized digital financial records to support audits, reviews, and internal reporting.
   • Support preparation for the annual audit and financial reviews by maintaining clean and complete documentation.
   • Ensure compliance with internal financial controls and policies.
   • Other duties as assigned.

WHAT SUCCESS LOOKS LIKE IN THE FIRST 6–12 MONTHS

By the end of the first year, the Operations & Finance Lead will be able to demonstrate success through the
following outcomes:

• The Executive Director and Board experience clear, reliable systems for scheduling, communication, and governance support, with Board calendars, materials, and records consistently organized, timely, and accurate.
• Internal operations across both offices function as a cohesive, well-documented system, with clear procedures for procurement, file management, vendor relationships, and day-to-day office needs.
• The organization’s Google Drive and shared systems are logically structured, easy to navigate, consistently maintained, and understood by staff.
• Financial administration processes are running smoothly, with invoices, receipts, and expenses accurately uploaded, coded, and documented in QuickBooks Online in coordination with the Fund’s accountant.
• The FUND is audit-ready at all times, with clean financial files, strong internal controls, and reliable documentation.
• The Operations & Finance Lead operates with a high degree of autonomy, proactively identifying issues, proposing solutions, and implementing improvements without needing constant direction.
• Staff and leadership experience the Operations & Finance Lead as a trusted internal partner who reduces friction, improves clarity, and increases organizational effectiveness.

QUALIFICATIONS

• Strong commitment to the mission, values, and community‑led philanthropic approach of the Fund for Santa Barbara.
• Demonstrated experience in operations management, office administration, or a similar role in a complex organization, with at least 3–4 years of relevant professional experience.
• Exceptional organizational, prioritization, and time‑management skills; strong attention to detail.
• Proven ability to build, document, and improve systems and workflows.
• Experience supporting Boards of Directors or other high‑functioning volunteer leadership bodies.
• Comfort working independently, exercising sound judgment, and managing multiple priorities with minimal supervision.
• Strong written and verbal communication skills; ability to draft professional correspondence.
• Experience with bookkeeping or financial administration, including QuickBooks Online (QBO) or comparable accounting systems.
• Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Adobe Acrobat and/or Creative Cloud, cloud-based file management; comfort learning new systems.
• Experience with project or task management tools (e.g., Asana, Monday, Airtable, or similar)
• Experience with CRM or donor management systems (e.g., Bloomerang, Kindful, or similar)
• High level of discretion and ability to handle confidential information with integrity.
• Ability to work collaboratively across teams and with diverse stakeholders.
• Valid driver’s license, reliable transportation, and ability to travel between North and South County offices as needed.

COMPENSATION, JOB STATUS & BENEFITS

• Non‑exempt, hourly, full‑time, benefits‑eligible position
• Reports to: Executive Director
• Rate: $27–30 per hour, commensurate with experience
• Benefits: Two weeks paid time off, 15 paid holidays, 100% Employer Paid medical and dental insurance, Optional retirement plan with 3% employer match, Flexible work hours; occasional evenings or weekends may be required

LOCATION

• Primarily based in the Fund for Santa Barbara North County office in Santa Maria, with weekly travel between North and South County offices.
• Desired Start Date: ASAP, position open until filled.

HOW TO APPLY

Please email a cover letter, resume, and references (in a single combined PDF) explaining your interest and how your skills and work experience fit the position to admin@fundforsantabarbara.org. Subject: Operations and Finance Lead