Operations and Development Coordinator (Remote, Contractor)

Overview:

The Operations and Development Coordinator helps ensure smooth operations, project progress, and strong relationships with donors and partners. This dynamic, multi-dimensional role keeps daily operations running smoothly, ensures accurate financial reporting, and supports the executive producer and board in managing donor relationships and development initiatives. From managing payroll to responding to email inquiries and sending donor thank you notes, this role needs a highly detail-oriented individual with a proactive approach and problem-solving mindset.

Responsibilities:

Operations

• Financial
  • Collect all monthly credit card receipts, invoices, and other financial supporting documentation and file on Google Drive
  • Coordinate with the bookkeeper to ensure monthly, quarterly, and annual financials are reconciled and reports are prepared and shared with board members
  • Ensure invoices are approved and paid on time
  • Process payroll and contractor payments, reimbursements, and coordinate new employee/contractor onboarding & offboarding
  • Coordinate the filing of the annual Form 990 with the accountant
• Legal & Compliance
  • Coordinate organizational contracts with outside legal counsel and ensure all documents are filed on the Drive
  • Track and file annual organization reports and registrations
• General
  • Manage all technology software and subscriptions
  • Read and respond/forward emails to general email addresses

Development operations

• Coordinate the logistics of Annual Giving campaigns, particularly the year-end giving campaign
• Gift processing & records
  • Enter all donor and gift data and immediately prepare and send gift acknowledgments and/or receipts
  • Notify the executive producer and/or board member(s) assigned to thank you notes/calls
  • Work with outside bookkeeping and accounting team members to complete monthly gift reporting and reconciliation, updating gift records in our CRM as needed
  • Prepare and send annual year-end gift summaries before January 31
  • Ensure gift processing steps are documented and current.
  • Regularly assess processes and recommend changes if needed
• Donor stewardship
  • Coordinate donor stewardship, including managing donor touchpoints and scheduled meetings according to the donor management plan for that donor/level of donor
  • Work closely with the executive producer to develop, track, and execute moves management for major gift donors and prospects
• Donor lists and reports
  • Segment donor lists in CRM and tag them in MailChimp
  • Prepare accurate donor lists for the website or other publications
• Manage the gift-giving platforms and processes to ensure a smooth user experience for donors and accurate, comprehensive data collection around donation transactions. Identify opportunities and potential solutions for more efficient and effective processes
• Grants management
  • Track all grant reporting requirements, ensuring funds are tracked correctly by the accounting team and grant reports are prepared and sent on time
  • Project manage and/or assist with preparing grant/funder reports

Executive support:

• Support the executive producer and the board of directors by coordinating meetings, reminders, agendas, notes, and follow-ups; Prepare and send monthly board meeting packages
• Prepare meeting talking points and donor briefs before meetings and debriefs/meeting notes after. Ensure notes or records of meetings are appropriately documented, and action items are assigned and tracked
• Support the executive producer by ensuring her to-do list is documented and current; provide support as needed to ensure action items are progressing
• Facilitate and support communications between the executive producer and donors, partners, listeners, guests, and other external audiences

Marketing operations

• Edit existing and create new web pages on thresholdpodcast.org
• Manage website integrations with services like Mailchimp and Google Ads
• Build, segment, and deliver email newsletters
• Publish social media content according to Threshold handles
• Update and maintain the health of public links via Linktree (and/or other services)
• Manage and publish media assets for paid and promotional partnerships, including promotional swaps and advertising spots
• Traffic promo swaps across Threshold's episode catalog based on the scope of each partnership
• Update internal teams, Board members, episode guests, and other applicable partners on new releases to the podcast feed
• Pull routine and ad hoc channel data from our podcast host, website, social accounts, and other podcast chart tools
• Publish comms and marketing metrics in standard and ad hoc reports
• Troubleshoot and resolve issues across our marketing and communications services (as needed)
• Upload marketing expense receipts on a monthly cadence

SKILLS + EXPERIENCE

• 5+ years of experience in a nonprofit operations or development role
• 3+ years of experience working with a CRM, including data entry, creating reports, and importing and exporting data
• Proven project management skills
• Fluency with Google Suite, especially Google Docs and Sheets
• Experience with QuickBooks Online, especially generating accurate reports and exporting data
• Demonstrated knowledge of all stages of the fundraising process: identification, qualification, cultivation, solicitation, and stewardship
• Strong organizational skills and attention to detail
• Appreciation for Auricle Productions’ mission, vision, and guiding principles
• Demonstrated commitment to fostering and maintaining an environment of diversity, inclusion, and belonging
• Humility and humor
• Familiarity with any/all of the following platforms and services:
  • MailChimp
  • MailMeteor
  • Canva
  • Google Ads
  • Google Analytics

We know there are great candidates who may not feel they check every box listed here or who have valuable skills we haven’t considered. If that feels like you, don’t let that stop you from applying.

STRUCTURE + LOCATION

This is a remote, part-time, hourly, limited-term, independent contractor (1099) position with a flexible schedule. Hours will be approximately 48 hours per month.

Depending on need, performance, and available funding, there is potential for extension or permanency.

COMPENSATION

The pay range for this position is $35 to $40/hour based on experience.

HOW TO APPLY

Does this opportunity sound exciting to you? Excellent! We look forward to hearing from you.

Please send your résumé and cover letter to hello@thresholdpodcast.org.

Excellent written communication is an important requirement for this role, so we recommend you demonstrate those skills in your cover letter. Note that applications without both a cover letter and resume will not be considered.

Applications will be reviewed, and interviews will be conducted on a rolling basis until the position is filled.