What are the responsibilities and job description for the Oglebay Foundation Director of Operations position at Oglebay?
The ideal candidate will be a creative problem solver and will be central to helping enhance Oglebay and Wheeling Park’s proud tradition and culture of philanthropy. The Director of Operations acts as the engine for the Foundation ensuring data accuracy, financial transparency, operational efficiency, and strategic support expanding the impact of giving on our parks and the community. The Director of Operations blends fundraising support and financial management with operational efficiency, focusing on managing donor databases (CRM), processing gifts, reporting, streamlining processes, and supporting fundraising teams with data, financial, and project management for enhanced goals including major gifts, annual campaigns, special events, and stewardship. Key duties involve data integrity, automation, financial reconciliation (donations/expenses), event logistics, compliance, and ensuring smooth workflows to maximize gift impact.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Database Management and Gift Processing
- Ensure that the Foundation’s constituent data is accurate and updated and that all gifts are recorded, processed, and acknowledged accurately and promptly
- Maintain expertise in Raiser’s Edge donor management system though regular professional development and seek data integration opportunities between Raiser’s Edge, Communication Systems, and Financial Reporting Systems
- Manage reporting for Donors, Foundation staff, and the Board of Directors
- Proactively analyze data in pursuit of shared goals
- Financial & Budget Management
- Manage the daily financial activity of the Foundation and process all cash activity including Accounts Payable and Accounts Receivable
- Collaborate closely with the external CPA firm, Auditors, and Park Commission teams to ensure accuracy, accountability, and compliance regarding the Foundation’s financial reporting
- Communication and relationship management with multiple financial institutions
- Maintain compliance with IRS guidelines
- Manage the annual audit process with the independent auditor
- Day-to-day functioning and flourishing of the Oglebay Foundation
- Ensure that the Foundation Office is always hospitable for donor visits and always stocked to be successful and efficient
- Develop and implement efficient processes for development activities, automate tasks, manage calendars, and streamline operational support
- Proactively assist the President to ensure organizational goals are achieved
- Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources
- Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in an appropriate manner, and maintain harmonious working relationships with fellow employees.
- Strategic Leadership
- Strengthen the Development, Event, and Stewardship Teams with their work in pipeline development, donor research, campaign planning, budgeting, and major project implementation
- Support the work of the Board of Director’s Audit and Finance & Investment Committees
- Serve as an active, visible member of the Oglebay Foundation team within the broader community
SKILLS REQUIRED:
- Creative thinker with strong organizational and project management skills.
- Strong organizational, analytical, and multitasking skills.
- Proficiency with CRM software and databases. Experience with Raiser’s Edge preferred.
- General bookkeeping knowledge and experience.
- Excellent communication (written/verbal) and customer service skills.
- Experience in non-profit fundraising or operations.
- Detail-oriented with a proactive, self-starting attitude.
EDUCATION and/or EXPERIENCE
Fourth year college or university program certificate; or five to seven years related experience and/or training; or equivalent combination of education and experience.