About This Role
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
- 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.
