Operations + Community Support Coordinator

Dear NICU Mama; Fargo (ND); On-site; USD 40,000 - 55,000; Full time

Job summary

Dear NICU Mama is seeking an Operations & Community Support Coordinator to translate priorities into action with strong coordination, admin support, and relationship-building. You will blend volunteer coordination, community engagement, donor relations, and operational support to help ensure smooth operations and that NICU families feel seen and supported.

The role requires compassion, dependability, and attention to detail, working closely with the Executive Director in a collaborative

Qualifications

• High school diploma or GED required; additional education or relevant experience is welcomed.

Responsibilities

• Volunteer Relations: act as a welcoming point of contact for volunteers and nurture relationships.
• Training + Communication: coordinate volunteer communications, trainings, and event logistics.
• Event Support: assist with setup, check-in, tear down, and general event operations.
• Volunteer Appreciation: conduct post-event follow-up, thank-you notes and surveys.
• Peer Support Programming: coordinate logistics for virtual and in-person programs.
• Master Scheduling: maintain the master calendar for programming, events and volunteers.
• Organizational Efficiency: refine workflows and operational processes.
• Community Engagement: identify outreach opportunities and booth registrations.
• Grant Support: assist with grant research and materials.
• Newsletter Management: coordinate and distribute organizational newsletters.
• Merchandise Support: handle merchandise inquiries and orders.
• Donor Communication Support: assist Executive Director with donor scheduling and outreach.
• CRM Management: maintain donor and sponsor records.
• Impact Reporting: support development of impact reports and storytelling.
• Sponsor Proposal Support: assist in creating sponsorship proposals.

Skills

Organizational skills

Communication

Event coordination

Independent & collaborative

Emotional sensitivity

CRM systems

Scheduling tools

Nonprofit experience

Social media familiarity

NICU experience welcomed

Education

High school diploma or GED

Tools

CRM systems

Adobe Creative Cloud

Canva

Google Workspace

Project management tools

Job description

At Dear NICU Mama, we believe no parent should feel alone during or after a NICU journey. We are looking for someone who is deeply organized, people-centered, and energized by meaningful work to help support the day-to-day operations that make our mission possible.

The Operations & Community Support Coordinator will work closely alongside the Executive Director to help turn organizational priorities into action through thoughtful coordination, administrative support, relationship-building, and consistent follow-through. This highly collaborative role blends volunteer coordination, community engagement, donor relations, and operational support to help ensure our organization runs smoothly and NICU families feel seen, supported, and connected.

• Volunteer Relations: Serve as a warm and welcoming point of contact for volunteers, helping cultivate meaningful relationships and ensuring volunteers feel informed, appreciated, and connected to our mission.
• Training + Communication: Coordinate volunteer communication including timeline reminders, training materials, logistics emails, and event preparation details for both volunteers and participants.
• Event Support: Assist with event logistics including set-up, check-in, tear down, and general event operations for outreach events, peer support gatherings, and community programming.
• Volunteer Appreciation: Help create thoughtful post-event follow-up experiences through thank-you notes, surveys, and volunteer recognition efforts.
• Peer Support Programming: Coordinate logistics and support for Dear NICU Mama's virtual and in-person peer support programming.

General Operations + Administrative Support

• Master Scheduling: Maintain and manage the organization's master calendar, including programming, events, volunteer activities, internal deadlines, and community engagements.
• Organizational Efficiency: Help refine and improve workflows, systems, and operational processes to support sustainable growth and effective program delivery.
• Community Engagement: Identify community outreach opportunities, coordinate booth registrations, and support Dear NICU Mama's visibility and engagement throughout the year.
• Grant Support: Assist with grant research, identification, and supporting materials.
• Newsletter Management: Support the coordination and distribution of organizational newsletters and communications.
• Merchandise Support: Provide customer service and administrative support related to Dear NICU Mama merchandise orders and inquiries.

Donor + Sponsor Engagement:

• Donor Communication Support: Assist the Executive Director with donor scheduling, outreach, and relationship management communication.
• CRM Management: Maintain accurate donor and sponsor records within the organization’s CRM system.
• Impact Reporting: Support the development of impact reports and storytelling materials that communicate the organization’s mission and outcomes.
• Sponsor Proposal Support: Assist in creating sponsorship proposals and materials that support Dear NICU Mama's partnership and fundraising efforts.

We are looking for someone who is compassionate, dependable, detail-oriented, and excited to contribute to a mission that supports families through one of the most vulnerable seasons of their lives.

Job Qualifications:

• High school diploma or GED required; additional education or relevant professional experience is welcomed
• Strong organizational skills with the ability to manage multiple projects, timelines, and communications simultaneously
• Excellent written and verbal communication skills
• Experience coordinating events, volunteers, programs, or community initiatives
• Ability to work both independently and collaboratively within a small, mission-driven team
• Comfortable navigating emotionally sensitive conversations with empathy and professionalism
• Experience with administrative systems, scheduling platforms, CRMs, or project management tools
• Experience in nonprofit organizations, healthcare-adjacent organizations, community engagement, or volunteer management is preferred but not required
• Familiarity with social media, newsletters, Adobe Creative Cloud, Canva, Google Workspace, or donor management platforms is a plus
• A personal connection to the NICU experience is welcomed, but not required