Operations Coordinator Job Description

The mission of the Winter Garden Art Association (WGAA) is to encourage individual creativity and artistic expression, to promote community involvement and cooperation, and to advance the appreciation, education, and availability of visual and cultural arts in the City of Winter Garden and the surrounding areas.

WGAA is seeking an Operations Coordinator to provide essential support services for the organization.

Reports to: Executive Director

Essential Responsibilities 

1. Marketing and Communications Support

- Implement marketing strategies to promote WGArt programs, events, and initiatives through various channels, including but not limited to website, social media, email management system, newsletters, and print materials.

- Help to create and distribute content (including but not limited to press releases, social media posts, flyers, and event invitations) that effectively communicates WGArt’s mission, activities, and upcoming events.

- Manage and maintain WGArt’s social media presence across platforms (Facebook, Instagram, LinkedIn, etc.), ensuring posts align with organizational branding and objectives.

- Coordinate event promotion by creating event-specific communications and managing related outreach.

- Collaborate with external media outlets and partners to enhance visibility and public relations efforts.

2. Fundraising and Donor Relations Support

- Assist in the planning and execution of fundraising campaigns, including annual appeals, grant applications, and special events (such as auctions, galas, and donor receptions).

- Manage donor databases, ensuring accurate records and timely acknowledgment of donations.

- Prepare and send donor communications, including thank-you letters, tax receipts, and regular updates on the impact of contributions.

- Provide administrative support for grant submissions, including research, preparation, and tracking of deadlines and reporting requirements.

3. Financial Support

- Assist with the tracking and reconciliation of financial records, including income from donations, membership fees, and event ticket sales.

- Process invoices, reimbursements, and payments in coordination with the Executive Director and finance team.

- Assist in budget preparation for WGArt events and programs, ensuring alignment with financial goals.

4. Administrative Support

- Provide administrative support to the Executive Director and other senior leadership, including calendar management, art submission fees, facility rental income, meeting scheduling, and preparation of documents and reports.

- Organize and maintain files (both digital and physical), ensuring easy access to organizational documents, financial records, and program materials.

- Serve as the point of contact for general inquiries, directing them to appropriate staff or Board members as necessary.

- Assist with volunteer management, including communication, scheduling, and tracking volunteer hours for events and programs.

- Assist with office management tasks, including ordering supplies, managing inventory, and overseeing equipment and facility maintenance.

- Interpersonal and Cross-Functional Support. Work directly with WGArt members, artists, volunteers, and the public to provide outstanding service and foster positive relationships.

- Assist in coordinating special events (e.g., exhibition openings, workshops, and community programs) by handling logistics, communication, and registration. Support team collaboration by attending staff meetings, sharing updates, and providing insights on workflow improvements.

Required Qualifications:

- Proven experience in an administrative or operations support role, preferably in a non profit or arts organization.

- Strong written and verbal communication skills, including the ability to proofread and edit documents for clarity and accuracy.

- Exceptional attention to detail and ability to prioritize tasks effectively.

- Strong interpersonal skills and a collaborative attitude when working with diverse groups (members, artists, volunteers, and the public).

- Experience with social media management, content creation, and email marketing platforms (e.g., MailChimp, Constant Contact).

- Basic understanding of and willingness to learn bookkeeping tasks such as invoicing, paying bills, and entry into QuickBooks).

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other common office tools; experience with donor management software or QuickBooks is a plus.

- Ability to handle confidential information with discretion and professionalism.

 Physical and Environmental Conditions:

Work hours: Standard office hours with occasional evening or weekend work required for events or special activities.

Physical demands: Some lifting and physical tasks required (e.g., event setup, handling materials).

Salary Range: $40,000-$42,000

Note: There are no benefits with this position. There is the possibility of a stipend for health insurance.

If interested contact:

Diane LaVigna, Search Committee Chair

DianeLVW@gmail.com

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.