Director of Business Operations

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Currently, there are only three children’s palliative care homes in the USA. Ladybug House seeks to bridge the gap between home and hospital and build Washington State's first family-centered palliative care home. Ladybug House will provide quality palliative care to children, adolescents and young adults with life-limiting illnesses in a homelike setting full of life, love and respect that will ultimately improve the quality of life of the patient, and their families. We will celebrate every day, every moment, and every life.

We are seeking an energetic, diligent, self-motivated and articulate interactive player to join our team as a Project and Operations Anchor. This position offers the opportunity to participate in a broad range of operations as part of a small and passionate team. The Project and Operations Anchor will play a hands-on role in overseeing all projects, working in close partnership with the CEO and Volunteer Coordinator to carry out and manage the operational and programmatic functions of Ladybug House’s activities to ensure effectiveness and efficiency.

With oversight and collaboration with the CEO , the role involves the responsibility for ongoing operations including but not limited to research, compliance and communications related to overseeing financial management and reporting, vendor management and business administration. Applicants who have previous program, management, administrative and communications experience are preferred. An understanding of the philanthropic and the non-profit sector is a plus.

The position will assist in tasks such as, creating processes for tracking ongoing projects, providing support and direction for each team under the direction of the CEO, working to creating/updating operation manuals and handbooks, and special projects related to the building of our mission, to be further defined upon acceptance.

Responsibilities Include:

Program-Related:

• Assist the CEO in examining, developing, implementing, documenting and communicating the goals, priorities and values of the organization.
• Serve as a liaison between the CEO and all of our teams and projects.
• Help set up structure and organize each team’s needs to ensure projects are on track.
• Provide ongoing support and guidance to each project.
• Participate in internal strategic meetings.
• Be part of our working board.
• Prepare and present written project summaries, analyses and recommendations for the CEO and board members.
• Develop working knowledge of our donor stewardship program.
• Participate as requested in philanthropic ventures. Stay abreast and monitor trends in the nonprofit and foundation arena.
• Identify and undertake professional development and training pertaining to our mission.

Administration & Finance:

• Draft budget for annual expenditures in consultation with CEO; assist with preparation of our entire annual budget.
• Maintain up-to-date versions of corporate documents as required by law (for example, board meeting minutes, foundation bylaws) and communicate with CEO to ensure annual review of such documents and processes.
• Ensure that the foundation is efficiently organized to comply with human resource processes and requirements, in accordance with legal and internal policies.
• Aid in the formation and implementation of standard operating procedures and personnel policies.
• Assist with administration of benefit programs including preparation and maintenance of associated records and reports.
• Assist in maintaining job descriptions, employee handbooks/manuals and employment policies.

Other:

• Work with team Anchors to support, coach and train junior-level staff in conjunction with CEO.
• Manage and support our events and program activities (i.e., board meetings, educational sessions, receptions, etc.) as required.
• Assist with special projects managed by the CEO.
• Provide coverage and back up for other administrative tasks and grants administration, as needed.

Skills and Qualifications:

• Bachelor’s degree and 5-7 years of relevant experience; a graduate degree is a plus.
• Medical knowledge or experience in pediatrics, hospital or hospice is strongly preferred.
• Experience in business administration, grantmaking, program/project management, preferably in a non-profit or philanthropic foundation setting.
• Knowledge of best practices, and legal, accounting and regulatory requirements for grantmaking; understanding of IRS regulations regarding private foundations.
• Proficiency in Microsoft Office Suite, QuickBooks accounting software and familiarity with Little Green Light or a CRM.
• Excellent verbal and written communication skills, strong customer-service orientation, outstanding negotiation skills, professional composure under pressure.
• Superior attention to detail and excellent organizational, time-management and project management skills with the ability to prioritize, multi-task and work independently as well as collaboratively as a member of a team.
• Strong judgment, analytic reasoning, critical thinking and problem solving skills.
• Impeccable, integrity and trustworthiness, with an ability to handle sensitive information effectively and confidentially.
• Professional and emotional maturity that demonstrates warmth, dependability, responsiveness, initiative, flexibility, knowledge, credibility and a good sense of humor.
• Ability to work well with diverse colleagues with varied personalities and work styles.
• Ability to interact effectively and maintain positive working relationships with vendors, grant seekers, grantees, board and staff.
• Flexibility in approach and willingness to adapt when necessary.

Schedule and Time Commitment

• This is a remote, volunteer position
• Minimum 12 months commitment
• You must be able to commit to 20+ hours per week
• You will work closely with the CEO and the Volunteer Coordinator. The schedule is flexible where volunteers have the freedom to determine their own hours.

Volunteer Benefits

While our volunteers are not financially compensated for their effort, volunteers in this position can find the following benefits through assisting Ladybug House:

• Be part of history! Ladybug House will be the first respite care facility of its kind for youth and families in the Pacific Northwest.
• FREE educational workshops and training
• Make a meaningful impact to youth, young adults, and families who are in need of palliative and respite care services.
• Gain nonprofit industry experience to build resume.
• Earn service-learning hours that can count toward school or university requirements.
• Be a member of a community passionate about Ladybug House’s mission and vision.