Operations Coordinator

Flourish with us as our Operations Coordinator!

Join our team of dedicated professionals in strengthening our community for current and future generations by helping people make a difference in the lives of all.

As the Operations Coordinator, you are responsible for providing excellent support to the staff of the Community Foundation and its components. The position uses organizational skills and people skills to meet office and employee needs, including administrative support, coordinating internal and external resources such as phones, caterers, and supply vendors. Duties require excellent verbal communication skills, attention to detail, mature judgment, punctuality, cooperative work with all staff members, familiarity with Foundation software, and knowledge of the Foundation and its Supporting Organizations.

If you have an associate degree and/or three years of experience in administrative support, we want to hear from you! Qualified candidates must also have experience working with Office 365 applications and the ability to learn and apply various software packages. Please see the detailed job description below.

We have been certified since 2022 as a silver-level Employee Friendly Workplace by the Fox Cities Chamber of Commerce. This certification recognizes employers who demonstrate a significant commitment to promoting work/life integration by creating a positive work environment and experience for all employees.

We offer a flexible and hybrid working environment. Our team currently works in our office at 4455 W. Lawrence Street in Appleton, WI, or remotely in or near the Fox Valley area. This position is required to be in the office at least 3 days per week with additional in-office dates as needed. In addition to a flexible working environment, it is important to us to offer a generous benefit package to our team members. Our current package includes medical, dental, and vision insurance, 401(k), paid time off, paid volunteer hours, and professional development. This is a full-time, benefits eligible position. The starting pay is $20.30 per hour. A start date no later than July 2025 is preferred.

We are excited to learn more about your experience! Please submit your resume and cover letter to the email address shown after clicking on the “Learn How to Apply” button below using the following email subject line: Operations Coordinator.

Job Description

POSITION TITLE: Operations Coordinator
DEPARTMENT: Finance and Operations Department
LOCATION: Community Foundation for the Fox Valley Region 4455 W. Lawrence St. Appleton, WI  54914
REPORTING TO: Senior HR Generalist
FLSA CLASSIFICATION (EXEMPT OR NON-EXEMPT): Non-Exempt
CLASSIFICATION: Full-Time Benefits Eligible
LAST UPDATED: June 19, 2025

POSITION SUMMARY

The Operations Coordinator is part of The Foundation’s dedicated team of professionals who work together under the core values of belonging, integrity, respect, stewardship, and teamwork, to support the strategic direction and mission of the Foundation, strengthening our community for current and future generations by helping people make a difference in the lives of all.

The Operations Coordinator is responsible for providing excellent support to the staff of the Community Foundation and its components. The position uses organizational skills and people skills to meet office and employee needs, including administrative support, coordinating internal and external resources such as phones, caterers, and supply vendors. Duties require excellent verbal communication skills, attention to detail, mature judgment, punctuality, cooperative work with all staff members, familiarity with Foundation software, and knowledge of the Foundation and its Supporting Organizations.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Fundamental Responsibilities

Operations:

• Answer Finance and Operations department phone calls, take messages, refer callers to the appropriate team member using proper phone etiquette.
• Welcome/assist visitors, refer visitors/inquiries to appropriate staff person using proper etiquette. May require some early am or early evening attendance.
• Coordinate room rental. Set up meeting rooms for committees and other meetings, as assigned.
• Monitor shared email inboxes for faxes, inquiries, etc.
• Provide administrative support for the Finance and Operations Department, which includes Finance, Human Resources, Database, and Operations.
• Support the document retention, destruction, coordination, and migration efforts of the organization.
• Serve as a contact for the Foundation’s off-site storage vendor, prepares materials for shipping, and assists with the coordination of the Foundation’s record retention and destruction program.
• Oversee the general appearance of the office, meeting rooms, lobby area, mailbox area, and public kitchen. Stocks meeting room supplies, as needed.
• Assist with thank you notes/letters from nonprofits to donors as directed by donor services staff.
• Review obituaries daily and follow procedure for proper documentation and dissemination among organization.
• Coordinate the monthly staff meeting slide, department events, and Mission & Movement rotation schedule.
• Support the role of Administrative and Office Specialist.
• Ensure that items in the Foundation’s emergency backpack are kept current and are working.
• Update the Foundation’s calling tree and office hours automation process operations.
• Prepare presentation folders, as needed.

Finance and Database:

• Prepare correspondence and committee packets for CFO, this includes transcription and preparing other correspondence, reviewing outgoing materials and correspondence for accuracy and consistency, composes correspondence independently, and formats presentations, proposals, and packets.
• Provide administrative services for committees, including arranging meetings, developing meeting agendas, memos, and reports; attending meetings and taking minutes; typing, filing, and distributing meeting minutes, and uploading meeting documents to web portal while maintaining the confidentiality of information.

HR:

• Hiring process assistance; including emails, scheduling, and phone calls.
• Onboarding and offboarding assistance.
• Post birthday and anniversary notifications in Teams.
• Serve as United Way Champion Assistant.
• Filing and retention of employee (and applicant) files.

Mail:

• Prepare mail for pickup (sealing, metering, etc.) and large mailings, as needed.
• Sort mail promptly when it arrives, and process checks and prepares the check log on assigned days. Places remaining mail in staff mailboxes.
• Maintain postage in the postage meter machine, requesting reimbursement when needed. Provides monthly usage report for Finance Department.
• Maintain letterhead/envelope supplies in the work area.

Supplies:

• Maintain and manage inventory for paper/office/kitchen supplies as needed, alerting when order is needed and restock as necessary.
• Maintains appropriate levels of inventory for refreshments (soda, iced tea, bottled water, etc.) by alerting when ordering is needed and ensures all meeting room and public kitchen refrigerators are adequately stocked.

This job description describes the general nature and scope of responsibilities for this position. Please note other duties and responsibilities may be assigned or removed at any time.

EDUCATION AND/OR EXPERIENCE

• Minimum of associate degree and/or three years of experience in administrative support or a related field required.
• One year of experience with Office 365 required.
• Ability to learn and apply various software packages required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Able to demonstrate belonging, integrity, respect, stewardship, and teamwork throughout work and interactions.
• Excellent verbal communication, telephone, and written communication skills to include grammar and spelling.
• Must have mature, positive, very pleasant, and professional demeanor to perform with tact and discretion.
• Excellent written communication skills including grammar and spelling.
• Detail-oriented with ability to juggle several tasks/projects.

WORK ENVIRONMENT AND JOB SPECIFICATIONS

The work environment and job specifications listed below are representative of those that must be met by an employee, with or without accommodations, to successfully perform the essential functions of this job. 

• Primarily perform work in an office environment.
• Work from office location a minimum of 3 days per week. Additional in-office dates as required.
• Frequently move around the office and access or use computers, office equipment, and any other pertinent supplies, space or equipment used to perform the duties of the position.
• Work with frequent interruption.
• Sit for long periods of time.
• Lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.
• Travel occasionally to surrounding area businesses for events, meetings, etc.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.