Context:
Manages all financial and logistical operations of the Digital Strategies (DS) department to assure efficiency and integration with other departments and capacities. Prepares annual budget and budget forecast reports for multiple c(3), c(4) and unrestricted funding streams and in coordination with multiple Program campaigns and DS senior managers. Works with Chief Innovation Officer (CIO) and DS senior managers to oversee staff planning, including the preparation of internal forms, reporting personnel changes to HRD, IT, Finance, and Campaigns. Serves as DS department’s lead on all operations related projects, taskforces and committees. Assist with preparing confidential personnel-related budget analyses. Develops, establishes and enforces policies and procedures for efficient and cost-effective DS Department operations that are consistent with Club-wide policies and procedures and meet internal and external regulatory compliance requirements. Serves as project manager on specific tasks as needed.
Scope:
The Operations Manager prepares DS annual budgets and quarterly financial reports. Reports to CIO and DS senior managers regarding budget status, including staffing changes on labor models throughout the year. Interacts with the Finance Department and serves as financial liaison with Program Department concerning budget and the allocation and application of restricted revenues from the Club’s restricted c(3) and c(4) programs.. Administers reimbursement requests from staff; and contracts and invoices for vendors and independent contractors. Works closely with managers to apply, track, and report budgets for Sierra Club restricted programs. Establishes and enforces operating and business standards for all DS operations, in compliance with applicable Club policies. Oversees the development and implementation of a variety of reporting and recordkeeping systems and procedures. Orients and supports onboarding of new staff re: DS department operations. Manages CIO’s schedule.
- Administers all operational and financial aspects of the DS department and DS initiatives. Acts as a financial and operational resource to DS Department managers and staff.
- Prepares quantitative portion of annual budget. Assists CIO in preparation of qualitative portion of annual budget.
- Prepares quarterly financial variance and forecast analyses.
- Prepares monthly and quarterly accounting journals to ensure expenses are captured in the proper accounting period.
- Reviews, revises, and analyzes monthly financial reports and statements.
- With regard to restricted campaigns funding: liaises with Program department budget managers to develop monthly and/or quarterly expense and revenue forecasts.
- Acts as a thought partner, providing strategic input to DS Department leadership team, on budgetary and logistic implications of all plans and decisions.
- Participates in confidential meetings and prepares confidential reports and analyses regarding staffing levels.
- Plans, organizes, and manages DS Operations activities including:
- Manages preparation of contracts and MOUs in consultation with program directors, General Counsel and Finance, including agreements for independent contractors, venue agreements and master service agreements; and prepares modeling of agreement expenses against budget allocations.
- Manages processing of staff reimbursements, and vendor invoices for payment. Acts as first point of contact for payment inquiries. Approves disbursement and ensures that expenses are paid in a timely manner.
- Ensures accurate and timely completion of DS department staff time reporting with regard to appropriate use of restricted funding and compliance with internal policies and grant agreements. Assesses time reporting against budgeted time allocations by restricted grant, working with DS managers and Program department staff to amend staffing and budget allocations as needed.
- Administers staff corporate credit card use, in compliance with Finance Department policies.
- Manages DS Department compliance with HRD policies and procedures, including Independent Contractor policies and procedures.
- Oversees work with Oakland and Washington, D.C. Information and Technology and General Services Departments to meet workspace needs in all staff locations
- Partners with DS managers in coordinating DS-related functions including retreats, quarterly departmental meetings, seminars, and other events. Responsible for the preparation of related materials including printed reports, Google Slides or PowerPoint presentations. Facilitate small to large department meetings as assigned.
- Performs miscellaneous duties, special projects and reports as requested. Attends meetings as directed.
- 3-5 years experience in business operations.
- Prior experience in the preparation and monitoring of budgets and project budgeting.
- Ability to participate in strategic planning.
- Detailed knowledge of non-profit funding and compliance matters.
- Advanced understanding of PC-based computer systems, including Windows, Word, and Excel.
- General knowledge of accounting, financial, and operational principles and theory.
- Ability to deal effectively with the public, volunteers, and staff.
- Ability to interact cooperatively and work as a team toward a common goal.
- Strong analytical and problem solving skills.
- Strong written and oral communication skills.
The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.