Operations Coordinator

Position: Operations Coordinator (full time)

Location: Washington Depot, CT 06794

Salary: $50,000 - $55,000 DOE

Benefits: 401(k) eligibility after one year, paid time off

Schedule: Monday-Friday, generally 9:00 AM - 5:00 PM

Work Arrangement: Hybrid, with 3-5 days per week in the office and opportunities for 1-2 remote workdays depending on organizational needs

Weekend Commitment: Approximately 5-8 weekend days annually for organizational program and events

ABOUT THE POSITION:

ASAP! is seeking a highly organized, detail-oriented, and motivated Operations Coordinator to join our team.

The Operations Coordinator plays an essential role in supporting the daily administrative, financial, and operational functions of our organization. This position involves a diverse range of responsibilities, including database management, bookkeeping support, organizational compliance, program coordination, fundraising administration, and event logistics.

The position begins with a structured three-month training and onboarding period, during which the selected candidate will work closely with organizational leadership to learn ASAP!'s systems, processes, and procedures before assuming full responsibility for the role.

This opportunity is ideal for someone who enjoys problem-solving, takes initiative, thrives in a collaborative environment, and is interested in nonprofit operations and arts education.

ABOUT ASAP!

ASAP! is a nonprofit organization providing arts-infused education to students across Connecticut. Our mission is to foster creative, hand-on learning through the arts.

We provide joyful learning through creativity, collaboration, and discovery. We believe in the power of the arts to inspire and transform lives.

TRAINING & ONBOARDING (FIRST 3 MONTHS)

During the initial training period, the Operations Coordinator will work closely with the Executive Director and Program Director to:

• Learn ASAP!'s administrative and operational systems, including NEON CRM, QuickBooks Online, Google Workspace, Basecamp, and Dropbox.
• Assist with administrative, financial, and program related responsibilities.
• Become familiar with organizational policies, procedures, and compliance requirements.
• Support donation processing, database management, financial documentation, and organizational reporting.
• Assist wtih contracts, Teaching Artist agreements, background checks, and other required documentation.
• Support programs, fundraising events, organizational mailings, and vendor communications.
• Gradually assume responsibility for daily operations and assigned projects.

A performance evaluation will be conducted at the conclusion of the training period.

CORE RESPONSIBILITIES

Database & Administrative Operations

• Maintain accurate donor, student, registration, and organizational records in NEON CRM.
• Process and track donations, payments, and program registrations.
• Generate reports, donor lists, mailing lists, and other organizational data.
• Maintain organized digital and physical records across organizational systems.
• Coordinate incoming and outgoing mail, including donations, invoices, and organizational correspondence.
• Create and maintain administrative trackers, forms, templates, and standard operating procedures.
• Identify opportunities to improve administrative processes and organizational efficiency.

Bookkeeping & Financial Support

• Maintain accurate financial records and supporting documentation in QuickBooks Online.
• Prepare deposits and assist with processing invoices, reimbursements, and payments.
• Coordinate with the bookkeeper and Executive Director on bank account reconciliations and assist in resolving discrepancies.
• Prepare and review financial and donation reports.
• Assist with budget tracking, organizational financial reporting, and annual audit preparation.

Contracts, Compliance & Organizational Documentation

• Prepare, distribute, track, and maintain Teaching Artist agreements and other organizational contracts.
• Coordinate background checks and maintain required documentation for Teaching Artists and volunteers.
• Track compliance requirements, including mandated report training and ASAP!'s Abuse and Molestation (A+M) Prevention Policy.
• Maintain insurance documentation and certificates of insurance (COIs) for organizational activities, vendors, and partners.
• Track government filings, insurance renewals, and other organizational compliance deadlines.
• Maintain accurate and confidential organizational records.

Program & Event Support

• Support the administrative and operational needs of ASAP!'s educational programs.
• Assist with Teaching Artist onboarding, program documentation, and coordination with school and community partners.
• Support program registration, participant rosters, supplies, and logistical arrangements.
• Assist with planning and coordinating fundraising events, community events, and other organizational activities.
• Coordinate event logistics, including vendors, registration, check-in, seating, supplies, and volunteers.
• Support camp operations and other special programs as needed.
• Provide on-site assistance during organizational events, including approximately 5-8 weekend days annually.

Fundraising & Development Support

• Maintain accurate donor records and contribution histories.
• Support fundraising campaigns, donor acknowledgments, appeals, and organizational mailings.
• Prepare donor reports, contribution summaries, and fundraising mailing lists.
• Assist with sponsorship tracking, in-kind donations, and corporate giving initiatives.
• Provide administrative support for grant-related activities and foundation communications.

Additional Responsibilities:

• Serve as ASAP!'s Accessibility Coordinator, supporting accessible and inclusive programs and events.
• Communicate with vendors, venues, donors, and community partners, inclduing obtaining quotes and coordinating required documentation.
• Assist the Executive Director with organizational research, reporting, special projects, and preparation of board materials.
• Support the development and improvement of internal administrative systems and processes.
• Perform other related duties as needed to support the organization's mission and operations.

QUALIFICATIONS

Required Qualifications

• Strong organizational skills, exceptional attention to detail, and excellent written and verbal communication skills.
• Ability to manage multiple responsibilities, prioritize competing deadlines, and work independently.
• Proficiency in Google Workspace, particularly Google Docs, Google Sheets, Gmail, and Google Drive.
• Strong computer and spreadsheet skills, including comfort working with data and maintaining accurate records.
• Ability and willingness to learn new software and organizational systems.
• Comfort working with numbers, financial documentation, and administrative records.
• Strong problem solving skills, sound judgment, and the ability to take initiative.
• Ability to maintain confidentiality when handling sensitive organizational, financial, and personnel information.
• Flexibility, reliability, and a collaborative approach to working within a small team.
• Interest in nonprofit operations, arts education, and supporting ASAP!'s mission.

Preferred Qualifications

• Previous experience in nonprofit administration, operations, office management, or a related field.
• Experience with QuickBooks Online or similar accounting software.
• Familiarity with nonprofit CRM systems, particularly NEON CRM.
• Experience with bookkeeping, financial administration, or reconciliation processes.
• Familiarity with contract administration, compliance documentation, or organizational recordkeeping.
• Experience supporting fundraising initiatives, donor management, or event coordination.

Experience with every system listed above is not required. Training will be provided to help the selected candidate become familiar with ASAP!'s specific systems and procedures.

WHY JOIN ASAP!?

At ASAP!, you'll be part of a collaborative, mission-driven organization that brings arts-infused learning experiences to thousands of students across Connecticut.

As Operations Coordinator, you'll gain hands on experience across multiple areas of nonprofit management, including finance, administration, development, compliance, and program operations.

This position offers a unique opportunity to develop a broad range of professional skills, contribute to organizational improvements, and play a meaningful role in supporting creative youth development.

Your work behind the scenes will help ensure that ASAP!'s programs, events, and daily operations run smoothly. allowing our team to focus on delivering arts education experiences.

TO APPLY

Please submit your resume and a brief cover letter through indeed explaining your interest in the position and how your experiene aligns with the role.

Applications will be reviewed on a rolling basis.

We look forward to hearing from you!

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Paid time off

Work Location: Hybrid remote in Washington Depot, CT 06794