Operations Coordinator

Job Title: Operations Coordinator

Supervisor: WEIO Board Chair

Base Rate: $25–$32 per hour, depending on experience

Status: Regular, part-time, non-exempt, at-will

Job Summary: The Operations Coordinator is responsible for coordinating the year-round administrative, communications, fundraising, board-support, and event operations of the World Eskimo-Indian Olympics (WEIO). Reporting to the WEIO Board Chair, this position independently manages assigned projects from planning through completion; communicates progress, barriers, and deadlines in a timely manner; and supports the successful planning and delivery of the annual WEIO Games. The Operations Coordinator works collaboratively with the Board of Governors, contractors, vendors, venue personnel, sponsors, athletes, volunteers, and community partners.

Work Location and Schedule: This is a Fairbanks-based position. During the off-season, generally September through March, the position may be performed on a hybrid basis, subject to the needs of WEIO, direction of the Board Chair, satisfactory performance, and a regular, pre-approved work schedule. The Operations Coordinator must maintain and adhere to posted office hours and be available and responsive during scheduled work time.

During the event-planning season and the annual WEIO Games, the position requires increased onsite work, flexible hours, evening and weekend work, and extended workdays. During the WEIO Games, the Operations Coordinator is expected to work from opening through closing each event day, unless otherwise directed by the Board Chair.

Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Representative Duties:

1. Perform general administrative functions, including answering phones, processing mail and emails, and greeting visitors, responding independently when appropriate; and promptly referring messages to the appropriate board member.

2. Maintain organized electronic and hard-copy records, files, passwords, shared calendars, project trackers, office procedures, and event documentation in a manner that allows WEIO leadership to access current information when needed.

3. Prepare, track, and maintain orders, payments, invoices, contracts, receipts, purchase documentation, vendor records, and other operational or financial-support documents. Perform basic bookkeeping and provide timely documentation to WEIO’s designated financial personnel.

4. Maintain office and event supplies and coordinate purchasing, inventory, and delivery of materials needed for ongoing operations and the annual Games.

5. Manage external communications and promotional activities, including WEIO social-media channels, website updates, email communications, and online-store content. Use Wix and other approved platforms to maintain accurate and timely public information.

6. Create professional WEIO-branded communications and marketing materials using Canva or similar approved software. Materials may include graphics, flyers, brochures, advertisements, event tickets, programs, sponsor-recognition materials, social-media content, signage, and other print or digital collateral.

7. Provide Board support by attending Board meetings; assisting with agendas, monthly reports, follow-up items, and Board directives; editing draft meeting minutes for clarity, grammar, completeness, and consistency; and providing information needed to support informed Board decisions.

8. Support WEIO fundraising and sponsorship efforts by researching opportunities; drafting and sending outreach letters; preparing and submitting grant, sponsorship, and other funding applications through online portals; and tracking deadlines, follow-up, reporting, and donor or sponsor recognition.

9. Coordinate event planning, design, and execution with the Board of Governors. Duties include negotiating and coordinating with vendors and contractors; receiving and tracking registrations; maintaining event databases; arranging online ticketing; preparing event documents and materials; coordinating advertisements, printing, banners, signage, and supplies; and supporting athlete, volunteer, and public communications.

10. During the WEIO Games, serve as an onsite operational contact for contractors, vendors, and venue personnel; support resolution of day-to-day issues; assist with event setup and breakdown; and help ensure that ticketing, registration, and customer/participant flow operate smoothly.

11. Work assigned projects from start to finish with minimal supervision. Develop work plans, meet deadlines, identify issues early, recommend solutions, and provide regular, proactive updates to the Board Chair regarding progress, completed work, upcoming deadlines, risks, and support needed.

12. Review existing operational, event, communications, and administrative processes; identify inefficiencies or risks; and recommend practical improvements that strengthen organization, timeliness, participant experience, accountability, and continuity.

13. Implement short- and long-term goals, initiatives, policies, procedures, and directives established by the Board of Governors and Board Chair.

Minimum Qualifications:

1. High school diploma or equivalent.

2. At least three years of experience in office administration, operations, nonprofit administration, event coordination, communications, or a related field.

3. Experience coordinating events or projects involving multiple deadlines, vendors, registrations, or logistics.

4. Experience creating print or digital communications for an organization, event, or business.

5. Experience supporting fundraising, sponsorships, grant applications, or donor communications preferred.

6. Experience supporting a board, committee, or similar governing body preferred.

7. Ability to pass a background check.

Knowledge, Skills, Abilities:

1. Proficiency with Microsoft Office, including Word, Excel, Outlook, PowerPoint, shared files, calendars, and online meeting tools.

2. Ability to create accurate, professional print and digital materials using Canva or comparable design software, and to update social media, website, and online-store content; familiarity with Wix is helpful.

3. Ability to use or learn online registration, ticketing, fundraising, grant-application, and basic bookkeeping systems, including QuickBooks.

4. Strong organizational and time-management skills, including the ability to prioritize competing deadlines, maintain orderly records, and carry projects from planning through completion with minimal supervision.

5. Ability to maintain posted office hours and an approved hybrid-work schedule, work independently during scheduled hours, and promptly communicate changes in availability or work schedule.

6. Ability to give the Board Chair clear, proactive updates on completed work, project progress, upcoming deadlines, barriers, and decisions needed.

7. Strong writing, editing, and proofreading skills for correspondence, fundraising materials, promotional content, reports, agendas, and draft Board minutes.

8. Ability to provide courteous, effective service and work respectfully with Board members, Alaska Native communities, athletes, volunteers, sponsors, contractors, venue staff, and the public, with respect for the cultures and traditions represented at WEIO.

9. Ability to identify gaps in administrative and event processes, recommend practical improvements, handle sensitive information discreetly, and follow through on approved changes.

10. Ability to work onsite and a flexible schedule during event preparation and the WEIO Games, including evenings, weekends, extended hours, and opening-to-closing event-day shifts.

This job description is not an employment agreement or contract. The Board of Governors has the exclusive right to alter this job description at any time.

Job Type: Part-time

Pay: $25.00 - $32.00 per hour

Expected hours: 6.0 – 80.0 per week

Benefits:

• Flexible schedule

Application Question(s):

• Briefly describe a project or event you managed from start to finish. How did you track deadlines and keep your supervisor informed?
• What brochures, graphics, advertisements, tickets, or programs have you created using Canva or similar software? Please share a portfolio link if available.

Education:

• High school or equivalent (Required)

Experience:

• Event planning: 2 years (Required)
• Office management: 2 years (Required)
• Social media and website management: 1 year (Preferred)

Ability to Relocate:

• Fairbanks, AK 99701: Relocate before starting work (Required)

Work Location: In person