Operations Coordinator

THE OPPORTUNITY:  

 This is a shared position between the West End House and The MA Alliance of Boys & Girls Clubs

At the West End House (WEH) our mission is at the heart of all we do. We provide high-impact programs that support youth as they achieve academic success, explore the arts, develop career readiness & leadership skills, and adopt healthy lifestyles. We are committed to advancing racial equity through our work and throughout all aspects of our organization- our youth programs, our community and family engagement, and our board and leadership.

Like other nonprofits, our ability to deliver high-quality programming year after year depends on our ability to raise donations from individuals and institutions. The strength of our existing relationships with individual donors, foundations, and corporations is a mainstay that enables WEH to offer youth opportunities to explore the arts, prepare for careers, and develop healthy lifestyle habits. Since the pandemic, we have focused on maintaining the strength of our existing donor relationships while cultivating new sources of funding so that we can meet increased needs brought on by the virus’s disproportionate impact on communities of color.

As a member of our four-person development team, your work will focus on the management of development operations, including record keeping, basic data analysis, and reporting; recognizing gifts upon receipt, and coordination of donor communication and engagement activities. 

KEY RESPONSIBILITIES:  

Mass Alliance of Boys & Girls Clubs Operations

• Build and maintain working relationships with Alliance members
• Create and maintain the annual calendar of all Alliance activities
• Prepare and distribute meeting agendas and subsequent meeting minutes
• Prepare correspondence and reports to member organizations and external stakeholders
• Manage all LOAs for member organizations, following established formats, and conduct diligent follow-up to ensure all member organizations are in compliance.
• Assist in the creation of SOP handbook.
• Ensure adequate supplies are available and order as needed
• Maintain marketing materials for the Alliance including the website
• Assist the Executive Director with events such as Legislative Luncheon, National Day of Advocacy, Youth of the Year, and Statewide Annual Meeting; manage RSVPs/reminders, create event signage, build robust attendance 

West End House Development Operations

• Maintain the fundraising database (Raisers Edge), ensuring that all information is entered accurately and on time
• Partner with the financial department to process gifts, identify restricted and unrestricted gifts, and reconcile planned and remitted pledges
• Coordinate the receipt, documentation, and allocation of in-kind gifts
• Provide general back-up administrative support to the CEO and Development Team
• Prepare and send personalized correspondence to donors to recognize their gifts and identify the impact of their donation over time
• Maintain version control of marketing materials, photographs, and other brand assets 

WHO WE’RE LOOKING FOR:

There are a multitude of ways to learn, grow and excel professionally and we know that people gain skills through a variety of professional, personal, educational, and volunteer experiences. We respect this when we review applications and take a broad look at the experience of each applicant. We want to get to know you and the unique strengths you will bring to the work. With this in consideration, we are most likely to be interested in your candidacy if you can demonstrate the majority of the qualifications and experiences listed below:

• Bachelor’s degree preferred; equivalent experience considered.
• 1+ years of prior experience in a role that included a large focus on written and verbal communication
• Ability to write warm and thoughtful responses to donors that accurately reflect the state and impact of various WEH programs 
• Detail oriented with the ability to diligently keep records of and track individual donations and gifts, and requirements for statewide compliance in Alliance activities
• Capable of doing basic reconciliation and mathematical computations with a high degree of accuracy
• Proven track record of working effectively within deadlines
• Experience working in database operations as well as Excel and the Adobe Suite

WHAT WE OFFER

The salary range for this role is $47,500 - $52,000. Rates of pay within this range will be commensurate with experience and based on factors such as years of experience, educational qualifications, and proficiency in a second language.

West End House provides eligible employees with access to a comprehensive benefits package, including paid time off; health insurance; dental insurance; retirement; short and long-term disability insurance; and life insurance.  

Discuss hybrid/remote flexibility options with hiring manager.

IMPORTANT

This job description provides a general summary of the essential job functions typically assigned to individuals with the job title listed above.  Employees are expected to perform duties assigned to them regardless of whether or not they are listed in the job description.

The West End House is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services.

The West End House is committed to promoting the health and safety of all employees. This includes full compliance with state and local guidance aimed at reducing the spread of the virus that causes COVID-19. Proof of vaccination is required for all candidates who will be interviewing on site. Accommodation under the Americans with Disabilities Act is available upon request. If hired, candidates will require proof of vaccination or an exemption granted under the terms of applicable law.