Operations and Administration Coordinator

Operations & Administration Coordinator

Are you passionate about historic preservation, community engagement, and creating meaningful public spaces? Join the Mount Vernon Place Conservancy and help steward one of Baltimore's most treasured landmarks. Through the preservation, restoration, and activation of historic Mount Vernon Place, we are creating a vibrant public space that celebrates the city's rich history, fosters community connections, and enriches the lives of all who visit, work, and gather here.

The Mount Vernon Place Conservancy seeks an organized, detail-oriented, and proactive Operations & Administration Coordinator to support the day-to-day operations of the organization. Reporting to the Executive Director, this position plays a key role in ensuring the Conservancy's administrative, financial, operations, and governance functions operate efficiently and effectively.

The Operations & Administration Coordinator serves as the primary liaison with the Conservancy's external accounting firm for routine financial administration, manages the organization's donor database, coordinates contract administration, supports donor and community events, and provides administrative support to the Executive Director and Board of Directors.

This position is well suited to someone who enjoys working across multiple functions, thrives in a collaborative nonprofit environment, and takes pride in building strong organizational systems and processes. The Operations & Administration Coordinator will work primarily onsite at our Baltimore office. Occasional evening or weekend hours may be required to support special events.

Finance & Accounting Coordination Serve as the primary internal coordinator for the Conservancy's financial administration, ensuring accurate and timely financial processes while working closely with the organization's external accounting firm.

• Coordinate weekly payment processing and ensure all required documentation and approvals are received.
• Send supporting documentation (i.e., award letters, grant agreements, etc.) for revenue items.
• Prepare and organize financial documentation for the external accounting firm.
• Serve as the primary point of contact with the accounting firm regarding routine financial matters, including but not limited to, coordinating with the accounting firm regarding transaction coding and financial classifications.
• Monitor recurring payments and financial deadlines.
• Assist with monthly and year-end financial processes.
• Coordinate requests and documentation for annual audits and financial reviews.
• Assist in preparing financial reports, budget tracking schedules, and supporting documentation for the Executive Director, Finance Committee, and Board of Directors.
• Assist the Executive Director with budget monitoring, expense tracking, and variance reporting.
• Implement and maintain improved financial systems, processes, and internal controls in coordination with the external accounting firm and Executive Director.
• Help ensure that new financial procedures are consistently followed across the organization.

Donor Database & Development Support Manage the Conservancy's Donor Perfect CRM and provide operational support for fundraising and donor stewardship activities.

• Maintain accurate and up-to-date donor and constituent records.
• Enter gifts, pledges, grants, and other donor information.
• Generate donor, campaign, and fundraising performance reports, mailing lists, dashboards, and other developmental analytics
• Support donor acknowledgment processes and stewardship activities.
• Assist the Executive Director with donor research and prospect tracking.
• Ensure data integrity and consistency within the CRM.
• Support fundraising campaigns and grant administration as needed.

Administration & Governance Support Provide administrative support that contributes to the effective operation of the Conservancy and its Board of Directors.

• Coordinate logistics for quarterly Board meetings and committee meetings.
• Support the preparation of meeting materials and maintain Board records.
• Support in taking the minutes of Board meetings.
• Assist with Board communications and governance documentation.
• Maintain organized electronic and paper filing systems.
• Coordinate office supplies and general administrative functions.
• Support scheduling and calendar coordination as requested.
• Assist the Executive Director with special projects and organizational initiatives.

Events & Donor Stewardship Support the planning and execution of donor, fundraising, and…