Operations and Administration Coordinator

Primary Care Coalition of Montgomery County; Baltimore (MD); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Hybrid work environment

Paid vacation and personal days

Job summary

Mount Vernon Place Conservancy seeks an organized, detail-oriented Operations & Administration Coordinator to support day-to-day operations, reporting to the Executive Director, and serve as a key liaison with our external accounting firm.

The role manages donor records in DonorPerfect, coordinates contracts, supports governance, and helps plan donor and community events from our Baltimore office, with occasional evening or weekend hours for special events.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience supporting nonprofit operations, financial administration, development activities, or similar organizational functions.
• 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.

Responsibilities

• Coordinate logistics for quarterly Board meetings and committee meetings.
• Support the preparation of meeting materials and maintain Board records.
• Support taking 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.
• Support 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.
• Prepare briefing materials and other event-related information.
• Provide on-site event support before, during, and after events.
• Assist with post-event follow-up and donor stewardship activities.
• Coordinate contract review and signature processes.
• Maintain contract files and electronic records.
• Monitor contract expiration and renewal dates.
• Ensure executed agreements are filed and readily accessible.

Job description

Operations & Administration Coordinator

Are you passionate about historic preservation, community engagement, and creating meaningful public spaces? Join the Mount Vernon Place Conservancy and help steward one of Baltimore's most treasured landmarks. Through the preservation, restoration, and activation of historic Mount Vernon Place, we are creating a vibrant public space that celebrates the city's rich history, fosters community connections, and enriches the lives of all who visit, work, and gather here.

What are we looking for?

The successful candidate will demonstrate:

• Exceptional organizational skills.
• Strong judgment and discretion.
• Initiative and resourcefulness.
• Excellent customer service and relationship-building skills.
• Ability to work independently while collaborating effectively with colleagues and external partners.
• Flexibility and adaptability in a small nonprofit environment.
• Commitment to the mission of the Mount Vernon Place Conservancy.

Position Summary

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.

Here is a Snapshot of the Position

Finance & Accounting Coordination

Serve as the primary internal coordinator for the Conservancy’s financial administration, ensuring accurate and timely financial processes while working closely with the organization’s external accounting firm.

Responsibilities include:

• 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.

Donor Database & Development Support

Manage the Conservancy’s DonorPerfect CRM and provide operational support for fundraising and donor stewardship activities.

Responsibilities include:

• 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.

Administration & Governance Support

Provide administrative support that contributes to the effective operation of the Conservancy and its Board of Directors.

Responsibilities include:

• 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.

Events & Donor Stewardship

Support the planning and execution of donor, fundraising, and community events.

Responsibilities include:

• 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.

Contract Administration

Coordinate the Conservancy’s contract administration processes to ensure contracts are current, organized, and properly maintained.

Responsibilities include:

• 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.

What You Bring

Required

• 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.

Preferred

• 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.

This position offers

• Annual salary range of $60,000 to $65,000, commensurate with experience.
• Paid vacation and personal days.
• A cohesive, mission-oriented, value-driven philosophy.
• Hybrid work environment.

About the Mount Vernon Place Conservancy

The Mount Vernon Place Conservancy is dedicated to preserving, restoring, and activating Baltimore’s historic Mount Vernon Place as an extraordinary public space that inspires community, celebrates history, and enhances the quality of life for residents and visitors alike.

Mount Vernon Place Conservancy is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.