Operations & Development Coordinator

Title: Operations & Development Coordinator

Supervised by: Interim Executive Director

Supervises:  n/a

Status:  fulltime, salaried, exempt

The Position

The Operations Coordinator supports the Directors in many aspects of daily operation including but not limited to development, membership, programming, and general administrative functions.

Essential Responsibilities

Program (approximately 35% of the position)

Earned Revenue

Expanding Visions and other Tours (under the direction of Artistic Director)

  • Maintain an accurate list of interested participants in Excel
  • Record and confirm registration and payment of participants
  • Engage participants with general inquiries or those lacking information or payment
  • Organize participants into varying shifts depending on the visit
  • Notify participants of upcoming visits and their shift assignment
  • Prepare necessary materials for “day of”

Travel (under the direction of Artistic Director)

  • Maintain an accurate list of interested participants
  • Record and confirm registration and payment of participants
  • Engage participants with general inquiries
  • Issue invoices for balance of trip payments
  • Organize personal information for participants regarding emergency contacts, dietary restrictions etc.
  • Create detailed daily schedules including bus rosters and restaurant menus
  • Confirm group visits, reservations, and hotels before the trip date
  • Assist with any other logistical or administrative detail

Education (under the direction of the Educational and Community Outreach Director)

  • Assist Director of Education and Community outreach with projects on an “as needed” basis with Spreadsheets, class prep, program payments

Development (35% of the position)

Database Management and Social Media (under direction of Development Manager)

  • Maintain and update information in database for accuracy in order to facilitate appropriate mailing lists, cultivation targeting, and documentation of support
  • Enter in new payments of memberships and donations. Complete and send donation acknowledgements weekly (unless a special event has occurred)
  • Process customer credit card payments and donations
  • Identify monthly membership expirations and send renewal letters
  • Serve as liaison to W4Sight and the conversion to a new CRM (2018 project)
  • Implement social media-based fundraising strategies

Special Events (under direction of Development Manager)

  • Assist the Development Director with special event preparations and correspondence
  • Maintain accurate lists for Friends and Members events. Prepare appropriate mailing lists for various events
  • Record and confirm registration and payment of participants
  • Engage participants with general inquiries or those lacking information or payment
  • Supervise volunteers, Oversee registration
  • Assist with logistics. Prepare necessary materials for “day of”

Grants (under the direction of the Interim Executive Director)

  • Coordinate the team responsible for corporate, foundation, civic, and government fundraising and stewardship
  • Manage the calendar of submissions to ensure timely completion of proposals and reports. Monitor progress of open grants
  • Coordinate portfolio assignments to Directors. Manage own portfolio of grants: Write and/or edit grants, reports and supporting documentation
  • Coordinate site visits and facilitate and/or participate as needed. Ensure staff are adequate prepared.

Administration/Finances (under the direction of Interim Executive Director) (approximately 25%)

  • Respond to general inquiries and those received to the info@artencounter.org email address
  • Check voicemails and answer phone calls
  • Prepare for board meetings as needed, coordinate logistics. Provides support to Board committees as needed
  • Update Board Manual. Coordinate new Board member orientation
  • Handles general office duties including meeting scheduling, phones, incoming emails and filing
  • Purchases office supplies, computer equipment and software. Maintain organized supplies and storage areas
  • Serve as liaison with IT vendor when support is needed
  • Enter financial transactions and payments (whether paper or PayPal) into database and quick books if applicable
  • Scan physical checks, file, notify Finance Manager when ready to be put into QuickBooks or deposited

Other Responsibilities (approximately 5% of the position)

  • Actively participate in required staff meetings and workshops
  • Protect the organization by keeping information confidential
  • Update knowledge by participating in training/educational opportunities, maintaining networks, participating in professional organizations
  • Perform other duties as assigned by supervisor.


  • Minimum of 2-3 years of administrative experience or equivalent required
  • Proficient in operating office equipment (phones, computers, fax machines, etc.)
  • Tech savvy (Microsoft Office products, database management, and other applications)
  • Working knowledge of CRMs, WordPress, Constant Contact and social media
  • Basic knowledge of quick books a plus
  • Excellent organizational, communication (written and verbal), time management, and problem solving skills
  • Ability to perform multiple tasks quickly and accurately
  • Professional customer service attitude
  • Excellent copy editing/proofreading skills
  • Ability to support multiple staff members and work in a team environment


  • This position requires attendance during business hours from 9am to 5pm, Monday through Friday. Occasional remote work is acceptable.
  • Occasional work on evenings and weekends as needed
  • This role routinely uses standard office equipment such as computers, phones, and scanners. Employee is regularly required to talk, hear, see, and communicate effectively via computer.
  • The employee will occasionally lift and/or move objects up to 25 pounds.
  • Smoke- and drug-free environment
  • Art Encounter is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. Art Encounter does not discriminate against any individual with respect to the terms and conditions of employment based on that individual’s race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Art Encounter is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.

TO APPLY: Please send cover letter and resume to info@artencounter.org with subject line
“Your last name_Operations Coordinator”.  No phone calls please.