An Operations Coordinator plays an essential role in supporting the daily administrative, financial, and operational functions of a nonprofit organization focused on arts-infused education. This position involves a diverse range of responsibilities, including database management, bookkeeping support, organizational compliance, program coordination, fundraising administration, and event logistics. This opportunity is ideal for someone who enjoys problem-solving, takes initiative, thrives in a collaborative environment, and is interested in nonprofit operations and arts education.
Responsibilities
Maintain accurate donor, student, registration, and organizational records in NEON CRM
Process and track donations, payments, and program registrations
Generate reports, donor lists, mailing lists, and other organizational data
Maintain organized digital and physical records across organizational systems
Coordinate incoming and outgoing mail, including donations, invoices, and organizational correspondence
Create and maintain administrative trackers, forms, templates, and standard operating procedures
Identify opportunities to improve administrative processes and organizational efficiency
Maintain accurate financial records and supporting documentation in QuickBooks Online
Prepare deposits and assist with processing invoices, reimbursements, and payments
Coordinate with the bookkeeper and Executive Director on bank account reconciliations and assist in resolving discrepancies
Prepare and review financial and donation reports
Assist with budget tracking, organizational financial reporting, and annual audit preparation
Prepare, distribute, track, and maintain Teaching Artist agreements and other organizational contracts
Coordinate background checks and maintain required documentation for Teaching Artists and volunteers
Track compliance requirements, including mandated report training and ASAP!'s Abuse and Molestation (A+M) Prevention Policy
Maintain insurance documentation and certificates of insurance (COIs) for organizational activities, vendors, and partners
Track government filings, insurance renewals, and other organizational compliance deadlines
Maintain accurate and confidential organizational records
Support the administrative and operational needs of ASAP!'s educational programs
Assist with Teaching Artist onboarding, program documentation, and coordination with school and community partners
Support program registration, participant rosters, supplies, and logistical arrangements
Assist with planning and coordinating fundraising events, community events, and other organizational activities
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Coordinate event logistics, including vendors, registration, check-in, seating, supplies, and volunteers
Support camp operations and other special programs as needed
Provide on-site assistance during organizational events, including approximately 5-8 weekend days annually
Maintain accurate donor records and contribution histories
Support fundraising campaigns, donor acknowledgments, appeals, and organizational mailings
Prepare donor reports, contribution summaries, and fundraising mailing lists
Assist with sponsorship tracking, in-kind donations, and corporate giving initiatives
Provide administrative support for grant-related activities and foundation communications
Serve as ASAP!'s Accessibility Coordinator, supporting accessible and inclusive programs and events
Communicate with vendors, venues, donors, and community partners, including obtaining quotes and coordinating required documentation
Assist the Executive Director with organizational research, reporting, special projects, and preparation of board materials
Support the development and improvement of internal administrative systems and processes
Perform other related duties as needed to support the organization's mission and operations
Requirements
Strong organizational skills, exceptional attention to detail, and excellent written and verbal communication skills
Ability to manage multiple responsibilities, prioritize competing deadlines, and work independently
Proficiency in Google Workspace, particularly Google Docs, Google Sheets, Gmail, and Google Drive
Strong computer and spreadsheet skills, including comfort working with data and maintaining accurate records
Ability and willingness to learn new software and organizational systems
Comfort working with numbers, financial documentation, and administrative records
Strong problem-solving skills, sound judgment, and the ability to take initiative
Ability to maintain confidentiality when handling sensitive organizational, financial, and personnel information
Flexibility, reliability, and a collaborative approach to working within a small team
Interest in nonprofit operations, arts education, and supporting ASAP!'s mission
Nice to have:
Previous experience in nonprofit administration, operations, office management, or a related field
Experience with QuickBooks Online or similar accounting software
Familiarity with nonprofit CRM systems, particularly NEON CRM
Experience with bookkeeping, financial administration, or reconciliation processes
Familiarity with contract administration, compliance documentation, or organizational recordkeeping
Experience supporting fundraising initiatives, donor management, or event coordination
Benefits
401(k) eligibility after one year
Paid time off
Important Details
Schedule: Monday-Friday, generally 9:00 AM - 5:00 PM
Weekend Commitment: Approximately 5-8 weekend days annually for organizational program and events
Training and Onboarding: Structured three-month period with close work with organizational leadership to learn ASAP!'s systems, processes, and procedures
Application Process
Submit your resume and a brief cover letter explaining your interest in the position and how your experience aligns with the role
Applications will be reviewed on a rolling basis
About the Company
ASAP! is a nonprofit organization providing arts-infused education to students across Connecticut. Its mission is to foster creative, hands-on learning through the arts, providing joyful learning through creativity, collaboration, and discovery.
