National Trust for Historic Preservation – Operations Coordinator (Part Time), Woodlawn/Pope-Leighey Historic Site – USA

Job title: Operations Coordinator (Part Time), Woodlawn/Pope-Leighey Historic Site

Company: National Trust for Historic Preservation

Job description: JOB SUMMARY

The Operations Coordinator supports the Senior Manager of Finance and Operations with a range of functions including administrative, admissions and ticketing, financial, fundraising administration and materials design, for the effective operation of our evolving historic site. This position assists with management of site resources, monthly financial and attendance reporting, Human Resources paperwork submittal, and fundraising support, as necessary.

Presently Woodlawn and Pope-Leighey House (WPL) are undergoing a re-envisioning that includes a commitment to community collaboration and telling a complete history of the two sites, including histories that have been traditionally submerged.

The mission of Woodlawn and Pope-Leighey House is to engage with our community to preserve history and care for nature at this former site of enslavement. Our programs, events, and interpretation foster racial justice, promote sustainable practices, nurture wellbeing, and contribute to community repair. The Operations Coordinator will perform their work in ways that support and further the mission and the National Trust for Historic Preservation’s mission to “tell the full American story”.

This is a part time position, working an average of 19 hours per week. Remote candidates will be considered for this opening.

DUTIES
• Work closely with the Senior Manager, Finance & Operations to coordinate designated aspects of monthly operational, financial and administrative details.
• o Create and submit monthly Impact Report.
• o Submit monthly Autopay documentation to NTHP Finance Department.
• o Submit monthly credit card reconciliation.
• o Coordinate phone system and work with IT to resolve issues.
• o Work with on-site facility vendors to receive annual Certificates of Insurance to have on file.
• Coordinate and implement ordering supplies and equipment for the site, working with Senior Manager to prioritize and make recommendations to Executive Director for purchases based on site needs.
• o Order supplies and equipment sitewide, with approval from ED.
• o Order all custom collateral materials such as name tags, business cards, letterhead, rack cards, etc.
• o Create a quarterly, bi-annual, or annual supply ordering system of consumables.
• o Research supply and equipment expenses to find cost-savings across all areas.
• Coordinate general admission ticketing scheduling, inquiries and updates as needed.
• o Respond to Woodlawn ticketing email inquiries for rebooking or refund of tickets.
• o Work with Fare Harbor ticketing software to make updates to tour times, attendance, programs and all confirmation information as needed.
• o Respond to all tour donation inquiries for outside organization silent auctions and events and create tour gift certificate to send out.
• Work with Senior Manager to ensure HR paperwork for part-time staff is properly submitted to Office of Human Resources in a timely manner.
• o Submit new part-time staff paperwork, part-time staff change authorization forms, and part-time staff separation forms.
• Help coordinate site communications. Ensure timely response to voice mail, email, and website inquiries.
• o Coordinate Woodlawn general email, voice mail and website inquiries and send inquiries to appropriate staff person to respond.
• Help Executive Director, or designee, coordinate donor outreach including mailings, thank you letters, and monthly donor reporting to NTHP.
• o With Executive Director’s guidance, create and send donor thank you letters by mail.
• o Create monthly CRM report for NTHP Donor/Finance Department.
• Help Executive Director, or designee, coordinate marketing and communications efforts including print, social media, email, and website.
• o Coordinate and assist with the creation of print advertising copy, as necessary.
• o Coordinate and assist with weekly social media posts regarding programs, events and other activities.
• o Communicate monthly programs to National Trust Headquarters staff.
• o Coordinate and assist with maintenance of Woodlawn and Pope-Leighey House website.
• o With guidance from the Executive Director or Senior Manager, produce and distribute monthly “e-blast” that updates public about program, events, and other activities.

QUALIFICATIONS
• At least 2 years of professional experience, including experience in office and operations coordination in a non-profit office environment, a historical site or museum setting, or retail or similar for-profit company.
• Experience supporting donor engagement and using CRM systems a plus.
• Basic analytical and problem-solving skills, including issue identification and prioritization.
• Basic project-coordination skills. Ability to achieve results with general supervision.
• Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills. Strong organizational skills. Excellent attention to detail.
• Experience successfully interacting with key stakeholders. Ability to collaborate and achieve results. When working in the office, public contact and ability to work successfully in close proximity to others required. When working off site, ability to work effectively in a remote environment, maintaining productivity and communications to meet deadlines and goals, is required.
• Demonstrated success working with culturally diverse colleagues and stakeholders. Bi-lingual language skills (especially English/Spanish) a plus. Ties to culturally diverse affinity groups, professional organizations, or related associations are a plus. Able to talk effectively about identities such as race, ethnicity, sexual orientation, class, ability, or gender in plain, specific terms as they relate to the workplace and cultural heritage.
• Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion. Ability to adapt and be flexible in a dynamic work environment, work effectively with frequent interruptions required, and to handle frequently changing and/or unscheduled tasks with accuracy.
• Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
• Entrepreneurial spirit and skill set essential.
• Intermediate knowledge of Microsoft Word and Excel required, as well as experience managing databases, newsletter programs and a variety of social media platforms. Graphic design skills a plus.
• Minimum physical requirements include: ability to lift and carry up to 50 lbs. on an occasional basis and sometimes more; ability to push or pull up to 20 lbs. on an occasional basis and sometimes more; ability to bend, squat, kneel, twist/turn, and reach above the shoulder; ability to walk over uneven terrain, and to climb stairs regularly.
• Regular and reliable attendance required.

PAY & BENEFITS

This is a part time, non-exempt-level position, working an average of up to 19 hours week (not eligible for benefits)

The National Trust and its subsidiaries require staff to show proof of COVID-19 vaccinations and boosters (with limited exceptions for religious or medical reasons).

Hiring range: $22.85/hour

Expected salary: $22.85 per hour

Location: USA

Apply for the job now!

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