Operations & Communication Coordinator

Make-A-Wish New Mexico; Albuquerque (NM); On-site; USD 25,000 - 34,000; Part time

Job summary

Make-A-Wish New Mexico seeks an Operations & Communication Coordinator to support day-to-day operations and volunteer compliance. You will help with recordkeeping, vendor and payment administration, and provide operational and marketing support to the Vice President of Operations & Brand.

Key duties include coordinating check requests, vendor setup, invoice processing, deposits, month-end reconciliations, and maintaining volunteer records and COIs.

Qualifications

• BS/BA or equivalent combination of education and work experience.
• 2+ years of related work experience.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Proven ability to work effectively with a wide variety of people.
• Excellent computer, communication, and presentation skills.

Responsibilities

• Provide administrative and operational support to ensure efficient chapter operations.
• Coordinate weekly check requests, vendor setup, invoicing, deposits, and payments.
• Support month-end reconciliations and internal controls compliance.
• Maintain volunteer records, compliance checks, and COI/background processes.
• Assist with marketing content collection and marketing asset management.

Skills

Attention to detail

Multitasking

Communication skills

Presentation skills

Team collaboration

Education

BS/BA or equivalent

Tools

MS Office Suite

CRM systems (CRM/SFS)

Job description

Job Title: Operations & Communication Coordinator

Status: Part-Time, Non-Exempt

Schedule: Monday, Tuesday and Friday | 20 hours per week

Reports to: Vice President of Operations & Brand

Job Summary

The Operations & Communication Coordinator plays a role in supporting the day-to-day operations and volunteer compliance efforts of Make-A-Wish New Mexico. This position is responsible for maintaining financial and operational processes, ensuring accurate recordkeeping, supporting vendor and payment administration, and providing operational and marketing support to the Vice President of Operations & Brand.

Operations Support

Provide administrative and operational support to ensure efficient chapter operations and compliance with organizational procedures.

• Coordinate weekly check request processes, including collecting documentation, preparing submissions, and maintaining records.
• Manage vendor setup and maintenance, including gathering W-9s and processing vendor requests.
• Process invoices and ensure timely payment through established approval and submission procedures.
• Assist with emergency check processing and documentation when needed.
• Prepare and complete deposit processing, including deposit logs, bank deposits, and CRM/SFS submissions.
• Assist with month-end financial reconciliation processes and support compliance with internal controls.

Record Keeping and Compliance

• Maintain accurate records of incoming and outgoing revenue.
• Organize and maintain operational files, vendor records, and financial documentation.
• Manage in-kind gift processing for non-event donations.
• Maintain gift card inventory and National inventory tracking records.
• Support adherence to Make-A-Wish policies, procedures, and financial controls.
• Assist with special projects and operational initiatives as assigned.

Communication Support

• Maintain volunteer records and compliance requirements by coordinating background check and Certificate of Insurance (COI) processes, tracking completion status, and ensuring all required documentation is received and current.
• Create and maintain recurring volunteer stewardship and recognition initiatives, including appreciation, milestone acknowledgments, and engagement opportunities that foster long-term volunteer involvement.
• Maintain volunteer communication and engagement tracking spreadsheets, ensuring volunteer interactions are documented and communication gaps between wish granters and volunteers are identified and addressed

Marketing & Communication

• Manage staff marketing requests and coordinate the collection of content, photos, stories, and other assets needed to support communications and marketing initiatives.
• Maintain the chapter's social media content calendar in alignment with organizational priorities, campaigns, and events.
• Maintain and organize the chapter's marketing asset library, ensuring photos, videos, templates, and branded materials are current and accessible.
• Coordinate the collection and organization of mission stories, event information, and supporting materials for use in marketing, fundraising, and community awareness efforts.
• Assist with content creation and other marketing initiatives in support of the Vice President of Operations & Brand.

General

• Support database management and recordkeeping responsibilities.
• Maintain accurate data tracking, reporting, and documentation related to wishes, volunteers, and alumni engagement.
• Maintain a high level of sensitivity, professionalism, and confidentiality with volunteers and staff.
• Perform other duties as assigned by leadership.

Desired Qualifications

• BS/BA or equivalent combination of education and work experience.
• 2 or more years of related work experience.
• Exceptional attention to detail
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Proven ability to work effectively with a wide variety of people.
• Excellent computer, communication, and presentation skills.