Position Overview

The Washington Area Community Investment Fund (WACIF) seeks a full-time Operations and Systems Manager to strengthen the systems, processes, and infrastructure that supports high-quality program delivery and organizational performance. This role blends hands-on operational execution with systems administration, cross-functional coordination, compliance support, and strategic projects that enhance efficiency and scalability across the organization.

This position requires a proactive, detail-focused professional with strong technical aptitude, exceptional organizational skills, and a passion for operational excellence. This role serves as a systems and process lead, partnering closely with the COO, Operations Coordinator, and stakeholders across WACIF to facilitate and support achievement of programmatic, financial and compliance outcomes.

Reports to: Chief Operating Officer (COO)

Duties &  Responsibilities

1. Cross-Functional Process Improvement
   • Lead process mapping, workflow redesign, and efficiency initiatives across multiple teams (e.g., Programs, Lending, Finance, Development).
   • Identify bottlenecks, gaps, and optimization opportunities; propose and implement solutions.
   • Develop frameworks for continuous improvement and support staff adoption of new processes.
   • Facilitate cross team collaboration, ensuring consistent execution and accountability.
2. Project Management & Strategic Initiatives
   • Lead or support cross departmental projects, including technology upgrades, organizational initiatives, and operational improvements with the objective of supporting departments’ achievement of their deliverables.
   • Develop project scopes, timelines, workflows, and communication plans.
   • Facilitate regular project meetings, track progress, and ensure timely completion of deliverables.
   • Monitor Operations KPIs and produce reports for leadership to inform decision making.
3. Technology Strategy & Systems Administration
   • Coordinate development of the organization’s technology roadmap in partnership with leadership.
   • Evaluate new tools or software solutions and lead implementation, configuration, and staff training.
   • Manage user permissions, maintain system security standards, and oversee integrations between platforms.
   • Oversee IT Services provider to ensure continuity of systems, equipment quality and availability, appropriate licensing, and cost management.
4. Cybersecurity & Risk Reduction
   • Support the organization’s cybersecurity posture by recommending and implementing policies in partnership with leadership and external providers.
   • Ensure staff across the organization are aware of and trained in cybersecurity and risk reduction policies, in coordination with IT partners.
   • Monitor compliance with cybersecurity protocols, including MFA, password policies, access controls, and data protection.
   • Assist with incident response planning and business continuity efforts.
   • Maintain documentation and lead periodic system audits to ensure secure handling of sensitive data.
5. Vendor & Contract Management
   • Serve as a primary liaison with technology vendors, consultants, and service providers.
   • Oversee contract renewals, service agreements, and vendor performance reviews.
   • Track deliverables, SLAs, and spending to ensure cost effective contract compliance.
   • Support procurement processes and evaluate vendor proposals for new operational needs.
6. Compliance Framework Support
   • Support the development, execution, and monitoring of the organization’s compliance framework, including tracking and supporting grant compliance, data privacy, and operational controls across WACIF.
   • Maintain compliance dashboards, calendars, and documentation.
   • Assist in preparing materials for audits, grant reporting, and board/committee review.
   • Coordinate with departments to ensure adherence to organizational policies and external requirements.
7. Operations Management & Organizational Support
   • Oversee creation and maintenance of WACIF Standard Operating Procedures (SOPs) and operational documentation in collaboration with the Operations Coordinator.
   • Serve as a point of contact to troubleshoot operational challenges and improve internal service delivery.
   • Collaborate with Operations Coordinator as needed to ensure day-to-day operational activities run smoothly to support Client-facing teams, Development, Finance, and leadership.
8. Other Duties:
   • Completes special projects, as assigned.
   • Additional duties and responsibilities as assigned by management.
   • Hybrid flexible work environment with required onsite availability for team meetings,  staff events, training, and special events/projects as required.
   • Occasional evenings or weekends based on project demands and organizational events.

QUALIFICATIONS

Required

• Bachelor’s degree in business administration, operations management, information systems, public administration, or a related field.
• 4–6+ years of experience in operations, systems administration, project management, or related functions. 
• Strong process improvement skills, including workflow design, documentation, and change management.
• Strong technical aptitude, including comfort evaluating and implementing technology tools.
• Familiarity with cybersecurity best practices and data protection standards.
• Excellent written and verbal communication skills, with the ability to translate technical concepts for non‑technical staff.
• Strong project management skills, including timeline management and stakeholder coordination.
• Demonstrated experience supporting cross-functional operational initiatives in a nonprofit, mission-driven, or small-to-midsize organization environment.

Preferred

• Nonprofit experience preferred.
• Experience supporting compliance activities (grant compliance, privacy, internal controls).
• Experience with vendor management or IT procurement.
• Coursework, certifications, or training in project management, business process improvements, or systems administration (e.g., Lean fundamentals, Agile, PMP coursework, ITIL, or similar).
• Demonstrated experience managing CRM or program management systems.
• Familiarity with small business or entrepreneurship programs.

Core Competencies

• Systems Thinker – Understands how technology, processes, and people interact.
• Operational Excellence – Improves performance, reliability, and efficiency.
• Analytical Problem-Solving – Uses data and evidence to diagnose issues and recommend solutions.
• Collaboration & Influence – Builds strong relationships across teams.
• Change Leadership – Helps staff adopt new tools and processes smoothly.
• Detail Orientation – Ensures accuracy and completeness in documentation and systems.

About The Washington Area Community Investment Fund (WACIF)

The Washington Area Community Investment Fund (WACIF) advances equity and opportunity in the Washington, D.C. area’s underserved communities by providing financial capital, business advisory services, and strategic networking support to underinvested entrepreneurs. Since its inception in 1987, WACIF has deployed more than $100 million in capital, served more than 4,500 entrepreneurs with business advisory services, and helped create or retain more than 44,000 local jobs. To learn more about WACIF’s work, visit www.Wacif.org.

Compensation

Competitive salary commensurate with experience.  Medical, Dental, Vision, HSA, FSA, DCA, Life & Disability insurance coverages available. 401(k) retirement plan (employer matching contribution eligible); paid time off (increased with tenure), paid holidays and sick leave days, transportation benefits, and education assistance benefits (professional development, tuition reimbursement, and student loan repayment).

Salary Range: $85,000 – $95,000

To apply

Interested candidates should email a resume, thoughtful cover letter that outlines how your skills and experience meet the qualifications of the position, and salary requirements to with “Operations and Systems Manager” in the subject line.

WACIF is an equal opportunity employer and welcomes candidates from diverse backgrounds.

WACIF provides a flexible and hybrid working environment with the opportunity to work remotely.