Operations and Administration Coordinator

HR Strategy Group•Baltimore, MD

1d•Hybrid

About The Position

The Mount Vernon Place Conservancy seeks an organized, detail-oriented, and proactive Operations & Administration Coordinator to support the day-to-day operations of the organization. Reporting to the Executive Director, this position plays a key role in ensuring the Conservancy’s administrative, financial, operations, and governance functions operate efficiently and effectively. The Operations & Administration Coordinator serves as the primary liaison with the Conservancy’s external accounting firm for routine financial administration, manages the organization’s donor database, coordinates contract administration, supports donor and community events, and provides administrative support to the Executive Director and Board of Directors. This position is well suited to someone who enjoys working across multiple functions, thrives in a collaborative nonprofit environment, and takes pride in building strong organizational systems and processes. The Operations & Administration Coordinator will work primarily onsite at our Baltimore office. Occasional evening or weekend hours may be required to support special events.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Demonstrated experience supporting nonprofit operations, financial administration, development activities, or similar organizational functions.
Experience supporting routine financial and administrative processes.
Experience managing CRM databases, preferably DonorPerfect or a comparable fundraising system.
Excellent organizational and project management skills.
Strong written and verbal communication skills.
High level of accuracy and attention to detail.
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
Ability to manage multiple priorities while meeting deadlines.

Nice To Haves

Experience working in a small nonprofit or entrepreneurial environment where individuals regularly support multiple functional areas.
Experience with nonprofit accounting practices.
Experience supporting a Board of Directors.
Experience coordinating contracts and vendor relationships.
Familiarity with QuickBooks and nonprofit financial reporting.
Experience supporting fundraising events.
Experience with donor acknowledgements, gift processing, and fundraising operations.

Responsibilities

Coordinate weekly payment processing and ensure all required documentation and approvals are received.
Send supporting documentation (i.e., award letters, grant agreements, etc.) for revenue items.
Prepare and organize financial documentation for the external accounting firm.
Serve as the primary point of contact with the accounting firm regarding routine financial matters, including but not limited to, coordinating with the accounting firm regarding transaction coding and financial classifications.
Monitor recurring payments and financial deadlines.
Assist with monthly and year-end financial processes.
Coordinate requests and documentation for annual audits and financial reviews.
Assist in preparing financial reports, budget tracking schedules, and supporting documentation for the Executive Director, Finance Committee, and Board of Directors.
Assist the Executive Director with budget monitoring, expense tracking, and variance reporting.
Implement and maintain improved financial systems, processes, and internal controls in coordination with the external accounting firm and Executive Director.
Help ensure that new financial procedures are consistently followed across the organization.
Maintain accurate and up-to-date donor and constituent records.
Enter gifts, pledges, grants, and other donor information.
Generate donor, campaign, and fundraising performance reports, mailing lists, dashboards, and other developmental analytics.
Support donor acknowledgment processes and stewardship activities.
Assist the Executive Director with donor research and prospect tracking.
Ensure data integrity and consistency within the CRM.
Support fundraising campaigns and grant administration as needed.
Coordinate logistics for quarterly Board meetings and committee meetings.
Support the preparation of meeting materials and maintain Board records.
Support in taking the minutes of Board meetings.
Assist with Board communications and governance documentation.
Maintain organized electronic and paper filing systems.
Coordinate office supplies and general administrative functions.
Support scheduling and calendar coordination as requested.
Assist the Executive Director with special projects and organizational initiatives.
Assist with planning donor receptions, stewardship events, fundraising activities, and other key Conservancy events.
Coordinate event communications and logistics, including invitations, RSVPs, guest lists, materials, vendors, and other arrangements as needed.
Prepare briefing materials and other event-related information as needed.
Provide on-site event support before, during, and after events.
Assist with post-event follow-up and donor stewardship activities.
Prepare contracts using approved templates.
Coordinate contract review and signature processes.
Maintain contract files and electronic records.
Monitor contract expiration and renewal dates.
Ensure executed agreements are properly filed and readily accessible.
Develop and maintain a contract tracking system to monitor key dates, deliverables, insurance certificates, and renewal deadlines.