Operations & Development Coordinator (Contract)

Operations & Development Coordinator (Contract)

• Reports to: Executive Director
• Location: Remote
• Contract: Initial 3-month term, with potential extension
• Compensation: $2,300/month retainer (base scope), with additional hourly compensation for pre-approved work beyond scope (see details below)
• Estimated Time Commitment: 60–80 hours/month

Role Overview

The Operations & Development Coordinator provides operational ownership and fundraising infrastructure support in a lean, two-person organization. This role is responsible for managing core administrative, financial, and development systems to ensure smooth organizational functioning and enable leadership to focus on strategy, fundraising relationships, and campaign impact.

This is a process ownership role, not just task support. The Coordinator is expected to manage recurring workflows independently, maintain key systems, and proactively track deadlines, deliverables, and follow-ups.

Decision-Making and Accountability

• Owns: Administrative systems, financial workflows (coordination level), grant and fundraising tracking systems, contractor coordination, core operational processes
• Supports: Fundraising execution, donor communications logistics, reporting preparation
• Does not own: Fundraising strategy, donor relationships, campaign strategy, or external partnerships

Core Responsibilities

Operations and Administrative Systems (Core Ownership)

• Manage calendar, scheduling, and logistical coordination for internal and external meetings
• Maintain organized and accessible file systems (Google Drive and shared assets)
• Track organizational tasks, deadlines, and follow-ups; ensure timely completion
• Manage internal workflows and documentation to improve efficiency and reduce bottlenecks
• Serve as primary point of coordination for administrative needs across the organization

Financial Coordination and Vendor Management (Core Ownership)

• Track and manage invoices, expenses, receipts, and payments in coordination with ED and volunteer bookkeeper
• Maintain up-to-date financial trackers and ensure accuracy of records
• Coordinate with contractors and vendors on contracts, invoices, and payments
• Ensure timely processing of checks, reimbursements, and other financial transactions
• Support preparation of financial reports and materials for the ED and Board
• Coordinate payroll processing, maintain payroll records, and track payroll-related deadlines, working with the Executive Director and external providers to support compliance with applicable federal and state requirements

Note: This role coordinates financial processes but does not own accounting or financial decision-making.

Fundraising and Grants Infrastructure (Core Ownership)

• Maintain and manage grant pipeline, including deadlines, submissions, and reporting schedules
• Track donor activity, follow-ups, and key deadlines in CRM or tracking systems
• Coordinate preparation and submission of grant materials (formatting, assembling, document management)
• Conduct targeted grant research and maintain updated funding opportunity lists
• Support donor communications logistics (list pulls, formatting, sending, tracking)
• Assist in preparation of fundraising materials, reports, and campaign assets

Note: The ED retains ownership of donor relationships and fundraising strategy.

Project and Contractor Coordination (Core Ownership)

• Coordinate timelines, deliverables, and communication with contractors and external partners
• Track progress on key organizational projects and flag risks or delays
• Support implementation of campaigns and initiatives through logistical coordination
• Ensure alignment across internal and external contributors on deadlines and deliverables

Events and Logistics (Core Ownership for Standard Events)

• Plan and execute logistics for virtual events (webinars, briefings, trainings)
• Support logistics for in-person events as needed (travel coordination, materials, scheduling)
• Manage event registration, communications, and follow-up processes
• Coordinate with partners and vendors to ensure smooth event execution

Compliance and Organizational Tracking (Shared Support)

• Track deadlines for filings, renewals, and compliance requirements
• Coordinate with ED, Treasurer, and external support to ensure timely submissions
• Maintain organized records of organizational documents and filings

Note: Final responsibility for compliance remains with ED and Board.

Ways of Working

• The Coordinator is expected to manage recurring workflows independently with minimal oversight
• Weekly or bimonthly check-ins will be used to prioritize work and address emerging needs
• The role emphasizes proactive communication, organization, and problem-solving
• Not all potential tasks will be executed; prioritization will focus on highest-impact operational and fundraising support

Qualifications

• 3–7+ years of experience in nonprofit operations, development support, or coordination roles
• Strong organizational and project management skills with attention to detail
• Experience supporting fundraising operations (grants, donor tracking, CRM systems)
• Familiarity with financial coordination (invoices, budgets, vendor management)
• Ability to manage multiple workflows and deadlines independently
• Strong written communication skills for drafting and formatting materials
• Proficiency with and ability to quickly learn tools such as Google Workspace, Monday.com, Action Network, GiveButter, spreadsheets, and project management systems
• Ability to operate effectively in a small, fast-moving organization

Compensation & Engagement Structure

This role is structured as a monthly retainer with defined core responsibilities, plus limited hourly flexibility as needed.

Base Retainer

• $2,300/month
• Covers ownership and execution of core responsibilities outlined in this description (Operations, Financial Coordination, Fundraising Infrastructure, and Coordination)
• Represents approximately 60 hours/month of work capacity

Additional Hours (Pre-Approved Only)

• Work beyond core responsibilities or exceeding expected monthly capacity will be billed at an hourly rate of $35/hour
• Additional hours are capped at 20 hours/month unless otherwise approved in advance by the Executive Director

Prioritization and Scope Management

• The Executive Director will set priorities on a weekly basis
• Not all tasks will be completed if capacity is exceeded; Tier 1 responsibilities take precedence
• Work outside defined core responsibilities requires advance approval

This structure is designed to ensure reliable coverage of core operational needs while maintaining flexibility as organizational priorities evolve.

Role Design and Growth Potential

• This role is designed to own core operational and fundraising systems, reducing administrative burden on leadership
• Strong performance may lead to:
  • Increased hours or compensation
  • Expanded ownership of operations or development functions
  • Greater involvement in project management or organizational systems design

Summary

The Operations & Development Coordinator ensures that Wildlife for All’s internal systems, financial workflows, and fundraising infrastructure operate effectively and reliably. By owning these processes, the role enables the Executive Director and Communications Director to focus on strategy, relationships, and organizational impact.

This flexible arrangement is designed to provide stable, predictable income while allowing for adjustments based on organizational needs and workload. Wildlife for All currently employees two people full-time, and this position would become a core team member, working closely with staff and a dedicated board and group of volunteers. As a remote contract position in a small, mission-driven organization, the role offers a high degree of autonomy, flexible scheduling, and the opportunity to take ownership of key operational and fundraising systems. The position also provides the opportunity to contribute directly to efforts to improve democratic wildlife conservation and advance more equitable and sustainable human–wildlife relationships, with work that has visible impact on organizational strategy and outcomes.