| Department Description: |
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.
Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.
Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.
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| Detailed Description: |
The Director of Operations (Director) is responsible for overseeing the internal operations and administrative infrastructure of The Nonprofit Institute (NPI) within the School of Leadership and Education Sciences (SOLES). The Director fosters a welcoming, healthy, inclusive, and values-aligned workplace that reflects the mission of NPI and the broader values of SOLES and USD. This position provides leadership in the areas of financial planning and management, human resources, organizational compliance, space and systems coordination, and program operations. The Director ensures that NPI’s activities align with USD policies and procedures, supervises and coordinates staffing and resources across multiple projects, and supports the effective delivery of mission-related programs and initiatives. This role works closely with the Executive Director, NPI leadership team, SOLES administrative offices, and external partners to ensure operational excellence and continuity across all aspects of the Institute’s work.
Duties and Responsibilities:
NPI Operations
- Serve as the primary operational leader and trusted problem solver for the seamless functioning of day-to-day activities at NPI, proactively monitoring, troubleshooting, and resolving issues that could affect workflow, staff morale, or institutional compliance.
- Serve as direct liaison to the SOLES Sponsored Initiatives Incubator (SSI)
- Lead and coordinate human resources management, including job description development and updates, hiring processes, onboarding, performance evaluation processes and timelines, and ensure HR practices align with equity goals and values.
- Oversee the development, implementation, and continuous improvement of standard operating procedures (SOPs) for all NPI processes and relationships to ensure clarity, consistency, and efficient operations.
- Supervise the Marketing and Communications Manager to:
- Ensure consistent brand management and communications
- Maintain a highly professional website and online presence
- Oversee production of high-quality collateral and marketing materials
- Align public-facing content with NPI’s mission and values
- Supervise the Accounting and Administrative Manager to manage space planning, office environment, and facilities coordination, and work with campus partners to support a safe and organized workplace.
- As Director, provide support and vision for long-range planning, assist with setting operational goals, forecasting needs and ensuring alignment between people, processes, and systems to achieve strategic organizational objectives.
- Approve and oversee operational purchases and vendor relationships, balancing program needs with budget constraints and policy compliance.
- Champion a healthy, inclusive, and supportive workplace culture by facilitating effective communication, addressing operational needs, coaching for high performance, and aligning resources with team priorities.
- Oversee technology integration, ensuring operational systems are secure, supported, and aligned with mission-critical workflows. Liaise with internal or outsourced IT providers as needed.
- Represent the Executive Director as their delegate when needed, making critical operational decisions to maintain stability, efficiency, and a positive work environment.
- Collaborate with internal and external stakeholders across communications, marketing, sponsored programs, procurement, legal, and other departments.
- Manage risk and ensure all contracts, agreements, purchases, and contractor arrangements comply with USD policies and have appropriate approvals.
- Responsible for tracking and reporting operational KPIs or quality assurance checks, especially in SOPs or financial workflows, and public facing products such as reports and website.
Strategy and Programs
- Maintain a holistic view of all NPI projects, aligning workflows, timelines, budgets, and personnel across programs.
- Develop and implement project coordination strategies that align with NPI’s overall goals and priorities.
- Oversee project management systems (e.g., Asana, Google Drive) to support coordination, documentation, and accountability.
- Leverage Asana's tools—such as Gantt charts, workload management, and goal tracking—to streamline task coordination, monitor team capacity, balance workloads, and escalate resource concerns effectively.
- Serve as the primary liaison and budget advisor for fiscally sponsored programs such as the Hansen Leadership Institute and Conscious Leadership Academy.
- Provide vision, coordination, and project management for NPI’s annual Governance and Leadership Symposium.
- Convene and support staff, consultants, and volunteer committees responsible for content and logistics.
- Coordinate closely with the research team to ensure seamless integration of the annual State of Nonprofits report into the event.
- Supervise the NPI Events and Programs Manager to serve as the primary point of contact, ensuring the event stays on track, on time, and on budget.
- Supervise the NPI Assistant Director of Development and Community Engagement to identify and steward event sponsors.
- Working with both of these staff members and the Executive Director, set annual goals for ticket sales, sponsorships, and bottom-line revenue, and ensure alignment of all planning efforts with these financial targets.
Financial Management
Budgeting
- Partner with the Executive Director to create, submit (to SSII), adjust and review the annual NPI budget, including monthly updates and quarterly reviews.
- Approve expenditures, enforce USD financial policy compliance, conduct event/program ROI assessments, and maintain strict confidentiality.
- Participate in the SOLES Budget & Finance Committee to oversee broader financial strategy and stakeholder coordination.
Grants and Contracts Management
- Oversee all financial operations tied to grants and contracts (procurement, invoicing, coding, journal entries), in partnership with SSII.
- Coordinate scholarship allocations with academic departments and the Dean’s Office.
- Approve grant-related expenditures per specific funding terms, maintain confidentiality, and serve on the SOLES Budget & Finance Committee.
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- Bachelor’s degree.
- At least 5 years of relevant experience in operations or administration, including 3 years in a supervisory role with demonstrated success supervising multidisciplinary teams across operations, communications, and program functions.
- Experience managing HR processes such as hiring, onboarding, supervision, and performance evaluation.
- Strong financial management skills, including budget development, procurement, and expense tracking.
- Proven ability to develop and implement standard operating procedures (SOPs) across complex organizations.
- Proficiency with project management tools (e.g., Asana, Google Workspace) and coordination of cross-functional teams.
- Demonstrated ability to foster an inclusive, collaborative workplace and navigate diverse work styles with emotional intelligence.
- Strong attention to detail, problem-solving, communication, and decision-making skills.
- Familiarity with compliance, risk management, and contract coordination in an institutional or nonprofit setting.
Preferred Qualifications:
- Master’s degree in nonprofit management, public administration, business, or a related field strongly preferred.
- Experience working within a university, research institute, or complex nonprofit setting.
- Demonstrated experience in coaching teams for high performance and developing direct reports for career advancement.
- Experience coordinating large-scale events or convenings.
- Demonstrated expertise in Asana or similar project management software, Microsoft and Google Suites, and Canva
Performance Expectations - Knowledge, Skills and Abilities:
- Passionate about NPI’s mission and impact.
- Operates with a learning mindset in all matters, with the confidence to defend/debate ideas while promoting an atmosphere of belonging.
- Manages professional boundaries and maintains confidentiality in all sensitive matters
- Outstanding communication and interpersonal skills are essential.
- Ability to be transparent, direct, and diplomatic.
- Self-starter; self-disciplined, and reflective.
- Represents NPI in a professional manner in all activities.
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