Headquartered in the Graham Visitors Center at beautiful Washington Park Arboretum, the Arboretum Foundation is an exciting place to work. One of Seattle’s oldest non-profit organizations, the Foundation is staffed by a small group of dynamic, hard-working individuals who are passionate about our mission to preserve and enhance the crown jewel of the city’s park system.
The Operations Coordinator position is a full-time, nonexempt hourly position, working a Tuesday through Saturday core schedule. This position provides critical support to maintain a smoothly functioning gift shop and office, and assists with events. The position requires someone who is willing to take on a wide variety of tasks to keep an office running, enjoys interacting with patrons, and succeeds in being a “jack-of-all-trades.” It requires the ability to remain flexible and adaptable with regards to work assignments. The position also provide natural opportunities to learn and grow.
Works closely with: Director of Finance; Development Director; Development Associate; Volunteer Manager; Events Manager.
Key Responsibilities: Operations & Gift Shop (75%)
- Serve as primary phone-answerer and ensure phones are covered during regular office hours.
- Act as the receptionist for the Arboretum Foundation office—connecting with donors, volunteers, and patrons when they are referred to the office from the Visitors Center info desk.
- Implement and maintain systems and strategies for the efficient operation of the office, including, but not limited to: open, sort, and distribute mail; track and purchase office supplies; create and maintain electronic (shared) and paper office files; update staff phone list and emergency contact information.
- Serve as gift shop point-of-sale expert and assist in weekly gift shop operations. Tasks may include processing gift shop invoices, working with customers, entering new inventory, weekly deposit reconciliation, volunteer scheduling, merchandising and maintaining/troubleshooting the point-of-sales system.
- Create and maintain staff calendar, including scheduling rooms for staff meetings, board and committee meetings, annual meeting, etc. Provide scheduling and other light administrative support to the Executive Director.
- Coordinate desktop computer support for Arboretum Foundation staff; communicate with IT contractor in order to fix larger issues beyond the skill of office staff.
- Process all data related to income from plant sales, Opening Night Party & Auction, and other special events.
- Work with City of Seattle and the University of Washington staff on issues concerning the Graham Visitors Center, including maintenance, cleaning, scheduling, storage, emergency contacts and preparedness and other functions related to the building.
- Monitor office-related lines of the budget; assist with annual audit reconciliation and documentation.
- Other Duties as assigned.
Key Responsibilities: Events (25%)
- Assist Events Manager and Volunteer Programs Manager with planning and executing smaller events, including, creating signage and maps, putting together timelines, devising programs, assisting with marketing, obtaining permits, and working with vendors.
- Coordinate with the Events Manager on the annual cycle of events, including two major fundraising events: Opening Night Party & Auction and the Summer Party.
- Assist with Greater Giving database, including auction-item data entry and follow-up with donors.
- Auction solicitation and procurement, including cultivation and stewardship of new auction-item donors and vendors.
- Manage auction items before, during, and after events, including designing auction displays, coordinating set-up, and delivering auction items to events.
- Compensation ranges between $19.00-$22.00 per hour, with potential for a 3-month review.
- Benefits include medical and dental insurance, vacation & sick leave, 11 paid holidays, employee-contributed retirement plan.
- Position is full-time (40 hours/week); ability to work some flexible hours, including regularly scheduled Tuesday to Saturday core schedule, plus occasional evening and weekends events.
- Excellent computer skills, specifically MS Office products (Excel, Word, PowerPoint), Adobe Suite, and donor management software (Raiser’s Edge and Greater Giving preferred).
- Experience overseeing office systems.
- Ability to thrive and work effectively as part of a small team in a fast-paced and rapidly growing program, with limited instruction.
- Strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve and multi-task.
- Excellent written and verbal communications skills.
- Comfort and proficiency in a retail environment.
- Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion, and customer-service orientation.
- Motivated self-starter who wants to become an expert on non profit organization.
- Interest in gardening, horticulture and/or the environment, open space is preferred.
- Ability to lift up to 40 lbs.
- Associates or Bachelors degree or equivalent experience.
- Retail and/or Customer Service experience preferred.
- Experience working in a non-profit setting preferred.
How to Apply
Please include a cover letter explaining your interest in this position. Applications will be accepted on a rolling basis until position is filled, with priority screening of applications received by December 2. Submit electronic resume and cover letter to: