Operations Coordinator

Organization: Think Wild Central Oregon

Supervisor: Executive Director

Location: Bend, Oregon, United States

Pay Range: $18-22/hr

Think Wild Central Oregon is a non-profit organization dedicated to wildlife rehabilitation, education, and conservation. We are seeking to contract a highly motivated and organized Operations Coordinator on an hourly basis to provide comprehensive administrative, business and operational support to the Executive Director and leadership, starting at around 15-20/hrs per week. Work is hybrid on your own schedule with some in person work necessary at Think Wild, around Bend, and at our office.

Responsibilities:

Business Support:

• Coordinate invoicing, payment, supply ordering, pickup, and organization, event and program location reservation scheduling, insurance requirements, and other similar responsibilities.
• Manage contractors for facility maintenance and capital project needs, including obtaining quotes, organizing documents, coordinating execution, soliciting volunteer help and in-kind donations, and creating budgets as needed.
• Support Human Resource functions including obtaining timesheets, hiring, inputting payroll, coordinating onboarding, and updating necessary documents (employee handbook, OSHA standards, and other safety protocols).
• Pick up mail and process mail and online donations, generate thank you letters
• Monitor admin email account and organize and maintain electronic and physical files, records, and documents.
• Monitor and prepare annual filings
• Assist Executive Director as needed

Administrative Support:

• Coordinate meetings and appointments and support management of the Executive Director’s calendar
• Manage priorities and work flow, screen in-coming emails, phone calls and documents, and prepare responses and ensure the smooth delivery of services.
• Assist in the preparation and distribution of meeting agendas, minutes, and materials.

Board Support:

• Coordinate logistics for board meetings, including scheduling, venue arrangements, and other logistics.
• Assist in the preparation and distribution of board meeting materials, ensuring timely delivery to board members.
• Assist with the onboarding and orientation process for new board members.

Communication, Outreach, and Liaison:

• Manage mailing list & maintenance of list for e-blasts, mailers, events, etc.
• Draft and edit internal and external communications, including emails, newsletters, blogs, website contact, and announcements.
• Coordinate with staff members to gather information and ensure timely completion of tasks.
• Assist in outreach activities as needed including flier distribution, event calendar posting, and tabling.
• Maintain positive relationships with partners, donors, and volunteers, representing Think Wild in a professional and friendly manner.

Special Projects and Event Support:

• Support the planning and execution of special events, including fundraisers, workshops, and community engagement initiatives.
• Collaborate with the Executive Director on strategic initiatives and projects as needed.
• Conduct research, compile data, and prepare reports as requested.

Qualifications:

• Bachelor’s degree in a relevant field is preferred, but equivalent experience will be considered.
• Experience in business operations and/or providing executive-level administrative support.
• Strong organizational and time management skills, with the ability to prioritize and handle multiple tasks simultaneously.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and reports.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Discretion and ability to handle confidential information with integrity.
• Strong attention to detail and accuracy in all work.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to changing priorities and deadlines.
• Passion for wildlife conservation and a commitment to Think Wild’s mission.