Operations Specialist

Blue Faery is searching for a powerhouse Operations Specialist ready to fuel the engine of a fast-scaling national nonprofit. This role sits at the heart of the organization—perfect for someone who thrives on building smart systems, keeping chaos at bay, and turning big missions into smooth daily reality.

The right person brings a sharp business brain, a knack for juggling multiple departments, and the rare ability to make complex operations look effortless. You're the one everyone describes as "ridiculously organized." You spot inefficiencies before they happen, you love optimizing workflows, and you take initiative as if it were a sport. Strength in human resources and finance is essential; the courage to propose bold, thoughtful ideas is welcomed.

As the operations nerve center, you'll collaborate with employees, volunteers, and vendors to ensure seamless communication and alignment across the organization. Your reach extends outward, too—you may interact with funders, physicians, patients, and families—always representing Blue Faery with professionalism and heart. This is a full-time, fully remote role where your operational brilliance serves as the foundation for a meaningful national impact.

This is a full-time, fully remote role where your operational brilliance serves as the foundation for a meaningful national impact. Starts: Late January 2026

If you are the most organized, detail-oriented, and meticulous person in the room, this job may be for you!

If you want to earn lots of money, hate efficiency, dislike working procedures (aka SOPs), and don't manage your time well, this job is not for you!

What you'll do (responsibilities)

• Maintain constant communication with managers, staff, volunteers, and vendors to ensure proper operations
• Manage all aspects of Human Resources, including accounts payable, accounts receivable, payroll (employees, vendors, contractors), and compliance
• Work with an outside bookkeeper to reconcile books every month and deliver reports to the Executive Team and Board of Directors
• Oversee financial reporting, database management, and various administrative functions to ensure the use of accurate, comprehensive data to increase revenue
• Ensure the efficient and accurate administration of gift receipting, processing, reporting, and analysis
• Increase the efficiency of existing processes and procedures to enhance the company's internal capacity
• Monitor operational activities to meet deadlines and stay within budget 
• Develop, implement, and maintain quality assurance protocols
• Review the company's efficient use of project management and filing system tools, and recommend improvements in systems as needed
• Work with other departments to improve tools and systems
• Help hire, train, and review the work of other staff 
• Train, supervise, and check the work of volunteers
• Follow company policies and established processes 
• Use your company email account in all communications
• Attend board meetings whenever possible
• Embrace the culture, mission, and values of Blue Faery

What you'll need (required experience)

• Bachelor's degree required, preferably in math, finance, or communications 

• Three to five years of experience working in finance and operations, plus managing others

• Excellent written, interpersonal, customer service, and problem-solving skills

• Superior project management skills, detail-oriented, highly organized

• Ability to interact with company leaders, team members, donors, volunteers, vendors, and medical providers with high integrity and professionalism

• Must show initiative, self-motivation, and attention to detail with the ability to manage and follow through on multiple projects with competing priorities and deadlines

• Use discretionary initiative and judgment in handling sensitive and confidential information, establishing priorities, and resolving problems relating to daily operations and administrative details

• Be highly resourceful and work collaboratively in a robust team environment in a virtual office setting, while also working well independently

• Ability to adapt to changing organizational needs quickly and easily

• Proficient in a variety of software applications such as Microsoft Office (Word, Excel, PowerPoint), project management software, and payroll software

• Must be willing to learn new systems and software (training is provided)

What you may have (preferred qualifications)

• Experience in healthcare or nonprofits is a plus

• Personal experience with cancer as a patient, survivor, caregiver, or loved one

• Working knowledge of QuickBooks Online for Nonprofits and Justworks

Tools and Platforms for this role

• QuickBooks Online for Nonprofits

• Justworks (payroll, HR, compliance)

• CRM: Charity Engine 

• Google Suite: Drive, Docs, Sheets, Slides, Email, and Microsoft Office (Word, Excel, PowerPoint)

• Dropbox (file sharing), Docusign (contracts), Zoom (meetings), and Canva (design—minimal use)

• Grammarly for Business (all writing)

Things to Know

Salary: $50K – $75K per year, depending on experience. We're willing to take a chance on someone with the natural innate skills for this role, even if they don't have years of experience.

Employment Type: Full-time exempt employee 

Industry: Nonprofit, Healthcare

Location: Remote

Percent of Travel Required: 20% 

Schedule: Flexible schedule. 40 hours per week M – F. (Take a 30-minute break whenever you like.)

• We aim for Monday – Friday from 8 a.m. – 4 p.m. PST, but hours may vary depending on events.

• Board Meetings occur on Sunday nights at 5 p.m. PST (Seven board meetings per year).

Benefits

• 13 paid Federal holidays 

• Accumulated Paid Time Off (PTO) with five sick leave days and 16 vacation days per year

• Limited hours between Christmas and New Year's Day

• Health, Dental, and Vision insurance is 100% paid by the company for the individual (i.e., employees may add and pay for family members). 

• We will provide a retirement plan in the future.

NOTE

• Must sign the formal offer letter, including an employee confidentiality agreement

• Must read two books provided by the company: Better Off Bald: A Life in 147 Days (The founder's memoir helps to understand HCC and its effect on patients and families) and Work The System (A business book about creating systems and how they increase productivity)

• Optional: The 7 Habits of Highly Effective People and The Four Agreements