Operations & Development Coordinator

Position Overview

The Operations & Development Coordinator plays a central role in ensuring that the Collaborative operates with excellence every day. This position centralizes recurring administrative and operational responsibilities across the organization, creating consistency, efficiency, and accountability while keeping systems organized, commitments on track, and the team prepared. The position has a dual reporting structure, working under the direction of both the President & CEO and the Chief Collaboration Officer. This position is ideal for someone who enjoys detailed and recurring work and takes satisfaction in making sure things are done correctly and on time. The Coordinator will use Asana daily to manage responsibilities, track deadlines, and ensure that nothing falls through the cracks.

The successful candidate is highly organized, dependable, detail-oriented, communicative, and helpful. They enjoy being the person behind the scenes who keeps systems organized, information accurate, materials ready, and the team prepared.

Key Responsibilities

Operations & Administration

• Execute daily, weekly, monthly, quarterly, and annual operational workflows.
• Follow established standard operating procedures, checklists, and organizational processes.
• Maintain recurring tasks and ensure deadlines and follow-up items are completed.
• Keep organizational files, records, templates, calendars, and administrative systems organized and current.
• Monitor supplies and materials and ensure needed items are reordered and available when required.
• Provide administrative and operational support to the President & CEO and CCO for responsibilities specifically assigned to this position.
• Process, organize, and route receipts, invoices, and supporting documentation according to established procedures.
• Identify incomplete tasks, missing information, or process issues and bring them to the appropriate supervisor’s attention.
• Help maintain an organized, welcoming, and well-functioning office environment.
• Development & Donor Database Administration
• Serve as the primary administrator for the organization’s donor database, Little Green Light, and provide administrative support for development activities.
• Maintain accurate donor, prospect, sponsor, and constituent records.
• Enter and process gifts, pledges, and development activity accurately and promptly.
• Prepare donor acknowledgements and other routine stewardship communications.
• Maintain mailing lists and constituent information and produce routine development reports.
• Provide administrative and logistical support for fundraising campaigns, appeals, sponsorships, and donor stewardship activities.
• Track development-related commitments and follow-up to ensure they are completed.
• Board & Committee Support
• Provide administrative and logistical support for the Board of Directors and board committees.
• Coordinate meeting schedules, logistics, technology, and materials.
• Prepare and distribute board and committee packets according to established timelines.
• Maintain organized board and committee records.
• Track action items and administrative follow-up.
• Maintain board member information and support routine board and committee communications.

Coalition Support

• Working under the CCO’s direction, provide administrative and logistical support for coalition meetings, activities, and related work.
• Coordinate meeting logistics, locations, technology, materials, and supplies.
• Maintain coalition contact information, attendance records, and related documentation.
• Communicate routine logistical information to coalition members and participants.
• Support meeting preparation and ensure spaces and technology are ready.
• Complete post-meeting documentation, administrative follow-up, and assigned coalition tasks.
• Track coalition-related deadlines and responsibilities through completion.

Training & Community Outreach Support

• Manage operational details before, during, and after trainings and community outreach activities using established checklists and processes. This may occasionally require evening or weekend hours.
• Coordinate registrations and maintain participant information.
• Prepare materials, supplies, sign-in documentation, rooms, and technology.
• Welcome participants and support an organized, positive experience.
• Send routine pre- and post-activity communications and distribute evaluations.
• Process certificates and continuing education documentation when applicable.
• Maintain accurate attendance, participation, and outcome data required for organizational and grant reporting.
• Complete established follow-up and closeout processes.

Survivor Program Administration

• Provide administrative support for survivor-focused programs and assistance while maintaining appropriate confidentiality.
• Process and track program-related invoices, payments, receipts, and supporting documentation.
• Support administrative processes related to survivor stipends and the Empowerment Fund.
• Maintain complete, accurate, and confidential program records.
• Track required administrative steps and follow-up according to established procedures.
• Escalate questions or circumstances outside established procedures to the appropriate supervisor rather than making independent eligibility or programmatic decisions.

Grants, Data & Reporting

• Support grant management and reporting by ensuring required documentation, source data, and records are complete and accessible.
• Maintain organized grant files and source documentation.
• Track required program, participation, and activity data.
• Update dashboards and internal tracking systems according to established schedules.
• Identify missing data or documentation and follow up with the appropriate team member.
• Compile supporting information and documentation needed for grant reporting.
• Maintain records in a manner that supports accurate reporting, monitoring, and audit readiness.

Who Thrives in This Role

This position is well suited to someone who genuinely enjoys structure, routines, checklists, and clearly defined processes. You take satisfaction in completing tasks accurately, closing loops, maintaining organized systems, and knowing that important details have been handled. You are comfortable with recurring responsibilities and do not need every day to look different to find your work rewarding.

• Notices detail others may miss and takes pride in accuracy and organization.
• Enjoys becoming the go-to person for recurring administrative systems and takes pride in making those systems work reliably for the entire team.
• Like completing tasks, closing loops, and keeping many small but important responsibilities on track.
• Follows established processes consistently and communicates early when something is unclear, delayed, or competing with another priority.
• Is comfortable receiving directions from two leaders within clearly defined areas of responsibility.
• Knows when to complete something independently and when a decision needs to be elevated.
• Is warm, helpful, responsive, and comfortable working behind the scenes.
• Understands that excellent operations make mission-driven work possible.

Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• Three or more years of relevant professional experience in operations, administration, development support, nonprofit administration, project coordination, or a related role preferred.
• Experience working with a CRM, donor database, or similar information-management system; experience with Little Green Light is a plus.
• Experience using task or project management systems; experience with Asana is a plus.
• Demonstrated ability to work successfully within detailed systems, processes, and recurring workflows.
• Strong organizational and time-management skills with exceptional attention to detail and accuracy.
• Ability to manage multiple recurring responsibilities and deadlines.
• Strong follow-through and ability to close loops without repeated reminders.
• Comfort using technology and learning new systems.
• Proficiency with common office productivity tools.
• Strong written and verbal communication skills.
• Ability to interact professionally and warmly with donors, board members, coalition partners, training participants, survivors, community members, and colleagues.
• Ability to handle confidential and sensitive information appropriately.
• Dependable, consistent, and committed to completing work accurately and on time.

What Success Looks Like

Success in this role means the organization can rely on its operational and administrative systems because they are consistently maintained. The Operations & Development Coordinator helps ensure that:

• Recurring responsibilities and deadlines do not fall through the cracks.
• Donor and constituent records are accurate and current, and gifts and acknowledgements are processed promptly and accurately.
• Board and committee meetings are well prepared.
• Coalition meetings and activities are operationally organized.
• Trainings and community outreach activities are supported from preparation through follow-up.
• Survivor program documentation is complete, accurate, and handled appropriately.
• Grant source documentation and required data are readily available.
• Supervisors know early when a problem, exception, or competing priority requires their attention.

The Collaborative to End Human Trafficking is dedicated to building a culturally diverse staff committed to working in an inclusive environment. Qualified applicants will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identity/expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.