Administration and Outreach Coordinator

Administration and Outreach Coordinator  
Announced May 5, 2025 
Applications accepted until May 21, 2025 or until filled 

Aspen Valley Land Trust (AVLT), a regional land conservation organization located in Carbondale, Colorado, has been protecting open space and special places for the benefit of wildlife, agriculture, and community in the Roaring Fork and middle Colorado River valleys for more than 57 years. We are seeking a motivated team member to help the fundraising operations and day-to-day office administration run smoothly and successfully. This position will work closely with and manage the fundraising database and moves management tracking for the philanthropy director, as well as the scheduling and communication for the executive director. A small portion of time is dedicated to overall office administration.  

THE ORGANIZATION 

In 2019, AVLT completed a comprehensive strategic planning process based on community listening that identified four pillars of our work: 1) protecting important land; 2) stewarding land; 3) engaging our diverse community in conservation; and 4) building an organization capable of carrying out its mission in perpetuity. 

As part of this plan, AVLT is seeking to grow its operational capacity to allow us to double the amount of conserved acres and expand connections to conservation for our diverse community. As AVLT expands its work protecting and caring for land and this community, this position will support the fundraising/advancement efforts, executive director, and staff, and will play an important part in interactions with the public and supporting the organization behind the scenes.  

AVLT currently holds and stewards 225 conservation easements and 14 fee owned properties that protect nearly 48,000 acres of agricultural, recreational, and natural lands. A new “ambassador lands” program brings children, schools, partner nonprofits, and the community to special places like AVLT’s Coffman Ranch and Marble Basecamp to help strengthen the conservation movement and our community over time. To support the breadth and depth of its work, AVLT has undertaken a multi-million-dollar capacity-building and capital campaign known as Conserving Land and Connecting Community. Its desired outcomes include growing AVLT’s capacity to conserve land at scale, growing its presence in the community by building a forever home at Coffman Ranch, and making its ambassador properties safe, welcoming, and accessible to local schools, partners, and the public.  

THE CULTURE 

AVLT is home to a motivated, self-driven, and growing team of 10 staff guided by a 12-member volunteer board of directors. We are good natured, collegial, and committed to a culture of respect, trust, inclusion, work/life balance, and yes, fun! We establish realistic but ambitious goals and objectives based on our strategic plan, which are determined and tracked by annual and quarterly work plans rather than by micro-management or rigid schedules. We provide a flexible work environment based on a high degree of trust for staff with regular check-ins.  

AVLT is committed to making conservation more impactful, inclusive, equitable, and responsive to community needs, which means we value building trusting relationships across all demographics of our communities. This requires AVLT to embrace change, listen to and respond to our community, honor relationships, and innovate new conservation tools and solutions. Personal and professional growth is encouraged and required.  

THE OPPORTUNITY 

The Administration and Outreach Coordinator will primarily support the Philanthropy Director in operations fundraising, campaign fundraising, special events, data management, donor communications, and strategic outreach (75%), and will support scheduling and communications for the executive director (25%). The position will help process and track fundraising appeals and gift acknowledgments, as well as fundraising efforts associated with AVLT’s Conserving Land and Connecting Community Campaign, which aims to raise $5.8 million to support the goals of our strategic plan and infrastructure for ambassador properties Coffman Ranch and Marble Basecamp.  The role also contributes to the smooth day-to-day functioning of AVLT’s office operations. 

This is an entry- to mid-level, full-time position that will report primarily to the Philanthropy Director as well as responding to inquiries, supporting communication and fundraising efforts, and helping the office function smoothly and successfully. Previous administrative and/or fundraising experience in a nonprofit or conservation-related field is preferred but not required. 

Fundraising and Communications Support (75%)  

• Oversees quality of database. Enters data and maintains donor records.
• Generates acknowledgement letters for donors and ensures every donor receives a handwritten thank you note.
• Produces reports for fundraising analysis, campaign tracking, and strategic planning.
• Tracks donor interactions and assists with donor cultivation. Supports Philanthropy Director, Deputy Director and Executive Director by maintaining donor portfolios, preparing background materials before meetings, and tracking next steps after donor engagement.
• Conducts basic research on prospective donors, foundations, and corporate partners to support cultivation and solicitation strategies.
• Assists Philanthropy Director with grant applications and submission of grant reports.
• Assists Philanthropy Director and Communications Director with annual fundraising appeals and annual report, including list management, content segmentation, and coordination of print and digital mailings.
• Supports staff at all special events including set up and tear down of event spaces, managing guest lists, and staff and volunteer check-in.
• Create and maintain event sign-up forms and RSVP tracking sheets for all events and coordinate post-event follow-up.

Office Administration and Executive Support (25%)  

• Responsible for managing calendar and assisting with communications for the Executive Director, including but not limited to:
• Coordinating emails, calls, and meetings for ED, Deputy Director, Philanthropy Director, and Board members as directed, ensuring timely scheduling and follow-up on fundraising and other tasks;
• Occasionally coordinating travel arrangements for ED;
• Supports the preparation and distribution of meeting materials and coordinates meeting logistics, including arranging for equipment and refreshments or meals when necessary.
• Manages AVLT’s Comcast VOIP phone system, including updating out-of-office and seasonal voicemail messages, maintaining the staff directory, and managing call routing and priority order.
• Responsible for overseeing AVLT office space and maintaining supplies and equipment.

PERSONAL QUALITIES  

 Skills and Qualifications: 

• Outstanding written, verbal, and interpersonal communication skills.
• Strong analytical and organizational skills; comfortable working with spreadsheets, formulas, and structured data to identify trends, create reports, and improve systems.
• Experience with donor database or relationship management software (AVLT uses Bloomerang).
• Proficiency with MS Office, including PowerPoint and Excel, and Google Business Suite.
• Experience with task or project management systems such as Monday.com or Asana is preferred but not required.
• Systems and process management: Skilled at determining the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can see opportunities for synergy and integration; can simplify complex processes and develop and implement systems to keep workflows and people organized and on track.
• Familiarity with PowerQuery, Power BI, Airtable, Tableau, or other data visualization and analytics tools is a plus.
• Bilingual in English and Spanish preferred.

Relevant Experience: 

• Two years’ experience in nonprofit administrative and fundraising support preferred.
• Experience in or familiarity with conservation preferred; alignment with AVLT’s values and mission essential.

OTHER DETAILS 

• Start date flexible, June 15-July 1 preferred.
• Full-time, 40 hours per week, non-exempt (paid hourly).
• Reports to Philanthropy Director.
• Based out of AVLT office in Carbondale, with option for hybrid work arrangements.
• Starting wage range $26.44-$31.25 per hour ($55,000-$65,000 per year) commensurate with skills and experience.
• Generous benefits include paid time off, paid health insurance, dental and vision plans, retirement plan with 3% employer match, mileage and expense reimbursements, and ongoing training and growth opportunities.
• This position includes occasional work on evenings and weekends.
• Personal form of transportation for occasional use is helpful.

NOTE: Housing in AVLT’s service area, and in the Roaring Fork Valley in particular, is extremely constrained and expensive. Locally based candidates or those with clearly demonstrated intentions and ability to move to the area will be given preference. 

AVLT’s commitment to equity, diversity, and inclusion:

Aspen Valley Land Trust is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status. AVLT believes that conservation is community building, and should seek to support more inclusive, healthy communities. We believe in collaborating with, learning from, and serving the diverse communities across our region, because everyone has the right to enjoy open spaces, special places, and a healthy environment. We also believe conservation should reflect the values and changing needs of our communities.