Operations Manager

Indigenous Medicine Conservation Fund (IMC Fund)

Location: USA-based (Remote)

Status: Part-time contract role (25 hours per week)

Compensation: $65/hourly rate

Anticipated Start Date: March 30th, 2026

About the IMC Fund

The Indigenous Medicine Conservation Fund (IMC Fund) supports Indigenous communities in bio-cultural conservation of traditional knowledge, plant medicines, and territories they rely on for their healing and cultural survival. Through funding, trusted partnerships, technical support, and strategic engagement, we aim to ensure that Indigenous medicine peoples are fortified to successfully navigate mounting pressures from psychedelic interest and ecological crises. Learn more at www.imc.fund

Position Overview

The IMC Fund is seeking an experienced, highly organized and versatile Operations Manager to serve as a core team member responsible for the day-to-day operational, administrative, and compliance functions of our organization. This role is critical to strengthening our internal infrastructure during a period of organizational development and growth.

Working closely with the Executive Leadership and team members, the Operations Manager will manage essential systems, ensure compliance with U.S. nonprofit standards, and provide the administrative backbone and heartbeat that allows our mission-driven work to thrive. This position requires someone who is highly skilled in different functions, works independently, and brings both attention to detail and strategic thinking to a small, dynamic nonprofit environment.

Primary Responsibilities

Operations Systems, Coordination, and Compliance

1. Manage and monitor the operational systems on a daily or weekly basis to ensure organizational functionality and accountability
2. Serve as the key U.S.-based point of contact for administrative functions, including backup contact for accounts, legal and fiscal processes, mail, and banking
3. Track incoming mail and flag items requiring action (e.g., compliance, banking, finance)
4. Identify, draft, and refine policies and procedures based on organizational needs, ensuring alignment with U.S. nonprofit and California state standards
5. Support the development and implementation of organizational best practices for a small nonprofit team
6. Support human resources best practices for internal core team management
7. Ensure charitable compliance and identify areas requiring new or upgraded policies
8. Support staff in understanding and following policies and procedures as delegated by leadership
9. Conduct ongoing reviews of operational practices and provide written recommendations for improvements and efficiencies

Administration & Accounting Support

1. Manage all payments, receipts, and accounting documentation with meticulous organization and record-keeping
2. Maintain organized digital records and filing systems across finance and compliance projects
3. Manage QuickBooks and related accounting systems for compliance and reporting
4. Prepare payment-related task lists and monthly reminders for relevant staff
5. Process payment reminders, staff/contractor payments, and refunds where applicable
6. Conduct data entry, reconciliation tasks, and prepare compliance summaries
7. Support audit preparation and management
8. Keep the entire internal team informed of significant operational or procedural needs

Fundraising & Revenue Support

1. Maintain up-to-date tracking of donations and revenue streams
2. Generate financial reports and data pulls needed for fundraising materials
3. Provide data support to the Director of Strategic Partnerships (e.g., donation lists, monthly giving snapshots)
4. Support grant management activities as needed

Communications & Documentation

1. Draft or edit discrete written materials such as brief reports, project summaries, and governance communications documents
2. Prepare reference documents and standard operating procedures (SOPs) for recurring tasks
3. Support team members with operational processes, including collecting reports, generating summaries and instructions, and follow-up communications

Team Collaboration Expectations

1. Attend weekly program management meetings
2. Meet weekly or as needed with Executive Leadership
3. Utilize Google Calendar, WhatsApp, and other collaboration tools to ensure timely communication with staff and partners
4. Provide regular progress updates on assigned deliverables
5. Work in a multicultural environment

Qualifications & Experience

Required

1. Minimum 5 years of experience with U.S. nonprofit compliance requirements 
2. Demonstrated administrative nonprofit experience
3. Fluency in QuickBooks and Google Drive/Google Workspace
4. Bookkeeping and tax support experience
5. U.S.-based residency 
6. Understanding of basic HR processes and best practices
7. English speaking fluency

Strongly Preferred

1. Experience with grant management
2. Experience with CRM systems
3. Familiarity with online project management systems and collaboration platforms
4. Spanish mastery or fluency
5. French and Portuguese language skills
6. Previous experience with remote facilitation using online tools
7. Experience in multicultural and Indigenous community work

Professional Qualities

1. Highly task and detail-oriented with exceptional organizational skills
2. Able to work independently and manage time effectively
3. Able to work collaboratively in a team environment and adapt to varying styles and needs
4. Flexible and comfortable working in a fast-paced, ever-changing environment
5. Able to track and effectively manage multiple projects and deadlines
6. Competency with cultural sensitivity and ability to work respectfully with diverse communities
7. Strategic thinker who can id...