Operations Manager

ABOUT WAYFARER FOUNDATION

Wayfarer Foundation partners with nonprofits to co-create a unified world where all people work together for peace, justice, and prosperity.  Wayfarer launched in 2021 as a Bahá’í-inspired organization. Steve Sarowitz, a Bahá’í philanthropist, Founder and Chairman of Paylocity (Nasdaq: PCTY), Director of Payescape, and partner in Wayfarer Studios, started Wayfarer as the philanthropic engine for his spiritual giving.  In 2023, Wayfarer awarded over $19 million in grants, and 78% of our partner organizations are BIPOC-led. For more information about us, check out wayfarerfoundation.org.

POSITION DETAILS

We seek an Operations Manager to lead our people relations as we continue to build a dynamic team of full and part-time team members and interns. This person will be organized and administratively minded, process-oriented, and punctual in their work, allowing our team to adapt and meet the needs of a growing non-profit. The operations manager will oversee operational activities at every level of the organization, focusing on helping the team alleviate any operational roadblocks. This role is responsible for developing ongoing improvement in our organizational structure.

• Reports to: Director of Impact and Operations
• Classification: Exempt/Full-time
• Position Details:
  • Operational Oversight (60%)
• Provide Strategic direction and leadership for all operational activities of the Wayfarer Foundation, ensuring the efficient and effective functioning of the organization.
• Coordinate and oversee special projects and initiatives as assigned by senior leadership. Develop project plans, timelines, and budgets, and monitor progress to ensure successful implementation.
• Provide administrative support/oversight to staff for the overall operational needs of the Foundation.
• Manage facilities, office space, equipment, and supplies to ensure a safe, functional, and productive work environment for staff.
• Identify opportunities for process improvement, efficiency gains, and organizational effectiveness. Implement changes and enhancements to streamline operations and enhance organizational performance.
• Work collaboratively with Wayfarer Foundation’s Finance department to establish basic operating processes and procedures to ensure compliance regulations and internal policies compliance.
• Document, manage, and track reimbursements for personal, travel-related, donation, and wellness-related expenses for all team members.
• Document, manage, and track professional development funds spent for all team members.
• Provides support to the Grants Administrator to ensure all grantee partners are paid on time and according to all applicable financial regulations.
• Prepares and sends wire payments to grantee partners under the direction of the Grants Administrator; approve, and submit payment for external community partner reimbursements.
• Ensure that all operational activities and initiatives align with the mission, vision, and values of the Wayfarer Foundation, advancing its goals of empowering individuals to thrive personally, professionally, and spiritually while making a positive impact in their lives and communities.
• Manage relationships with vendors, contractors, and service providers to ensure quality, cost-effective services that meet the organization’s needs. Negotiate contracts, oversee vendor performance, and monitor compliance with contractual obligations.
• Support the Operations Team in the ThriveHub of growth activities including pre and post surveys, planning, working with vendors and contracts, partner recruitment, scheduling, and communications.
• Support the Operations Team in the Impact Study activities, including appreciative inquiry planning, scheduling, communications, all significant surveys, and supporting appropriate ways to disseminate information.
• Provide reports on the success of ThriveHub growth & Learning programs and recommendations on next steps.
• Stay abreast of latest data and information in the field for learning and impact.

• Risk Management & Compliance

• Identify and mitigate operational risks and vulnerabilities that may impact the organization’s reputation, or legal compliance. Develop and implement risk management strategies and contingency plans as needed.
• Ensure compliance with relevant laws, regulations, and policies governing nonprofit organizations, including tax-exempt status, charitable solicitation, and governance best practices.
• Assist with due diligence review of prospective grantees each grant cycle, including completion of Donation Forms, in collaboration with the Grants Administrator.

• Information Technology (IT) Management (10%)
  • Oversee IT infrastructure, systems, and technology resources to support organizational operations. Ensure data security, privacy, and compliance with IT policies and procedures.

• Human Resources (30%)
  • Oversee and handle human resources functions, including recruitment, onboarding, performance management, employee relations, and employment compliance.
  • Oversee and handle recruitment, benefits, and onboarding of Wayfarer Fellows.
  • Serve as the point of contact, trainer, and support person for the employee management software platform Paylocity.
  • Serve as the point of contact, trainer, and support person for Benefits Administration (insurance, 401k, FSA, etc.)
  • Assign policy acknowledgments and training to all new and current team members and record all employee training using Paylocity.
  • Foster effective communication and collaboration among staff and external partners. Facilitate coordination and information sharing to support organizational goals and objectives.
• Other duties as assigned by the Director of Impact and Operations

POSITION REQUIREMENTS

• Commitment to and passion for Wayfarer’s mission: “We partner with nonprofits to co-create a unified world.”
• 3+ years of operations or administration experience in a similar role with a non-profit, foundation, educational institution, or other related organization; strong understanding of nonprofit governance, compliance, and management principles.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Proficiency in and/or willingness to quickly learn WF tech platforms: Google apps, major social media platforms, Foundant (grant management system), Slack, Canva, Airtable (project management system), etc.
• They have demonstrated commitment to diversity, equity, and inclusion as a lens for your work.
• Appreciation for the spiritual dimensions of mission-driven work, especially Baháʼí-inspired practices.
• Excellent and creative verbal and written communication skills in English.
• Willingness to be vulnerable, emotionally intelligent, and service-oriented.
• Collaborative working style, caring and action-oriented supervision skills, project management savviness, and the ability to quickly shift from strategic thinking to granular implementation.
• Do I have to be a Baháʼí to apply?
• While we are guided by the spiritual principles of the Baháʼí faith, we respect and celebrate all religious devotions and differences and provide equal employment opportunities for all. We only ask you to come to the role with an open heart, mind, and interest in learning more about Baháʼí beliefs and the role diverse spiritual traditions can play in creating social change.

WORKING AT WAYFARER

• Salary range: $ $77,813 - $95,000
• Benefits: We offer a holistic package that aims to care for our team in body, mind, and spirit; it includes:
  • Comprehensive health, dental, and vision coverage
  • Retirement savings plan (after one year)
  • Time off:
    • Unlimited PTO and National Holidays
    • Baha’i Holy Days (up to 9/year)
    • 4 days/year for community service (1/quarter)
    • Organization-wide Winter Break
  • Professional development stipend (conference, books, training, etc.), wellness stipend (spiritual retreats, body care, therapy, etc.), “boundary bonuses,” and matching nonprofit donations.
• Culture: You can expect
  • The mindfulness of a house of worship: We engage in spiritual practices as a team, explore how spirituality can drive social change, and strive to treat one another with compassion and kindness.
  • The energy of a startup: As a new organization, we are in an organic learning mode and value risk, innovation, and experimentation.
  • The passion for justice of a grassroots non-profit: We celebrate the gifts of diverse individuals, communities, and institutions. We also stand up for justice for those excluded because we know that together, without -isms, we can find solutions to our most pressing problems.
• Where will I work?
• We are a hybrid organization; we work 2-3 days at home and 2-3 days in our office in Wilmette, IL (easily accessible by the CTA purple line). You will also be expected to travel ~15% of the time.

Wayfarer Foundation is an equal opportunity employer, and we strongly encourage BIPOC, people with disabilities, LGBTQ+, Baháʼí, and other underrepresented applicants. We value diverse candidates; your gifts and lived experience matter more than titles or numbers.

TO APPLY

Please send the following to hr@wayfarerfoundation.org. We will review applications on a rolling basis until this position is filled. We anticipate that this person will begin early April 2024.

1. A brief cover letter. Please refrain from repeating what is written on your resume. Instead, tell us things your resume can’t tell us: what you love to do, what your gifts are, why you want to work with us, etc.
2. A 1-2 page resume with two references listed.