Operations + Community Support Coordinator

At Dear NICU Mama, we believe no parent should feel alone during or after a NICU journey. We are looking for someone who is deeply organized, people-centered, and energized by meaningful work to help support the day-to-day operations that make our mission possible.

The Operations & Community Support Coordinator will work closely alongside the Executive Director to help turn organizational priorities into action through thoughtful coordination, administrative support, relationship-building, and consistent follow-through. This highly collaborative role blends volunteer coordination, community engagement, donor relations, and operational support to help ensure our organization runs smoothly and NICU families feel seen, supported, and connected.

• Volunteer Relations: Serve as a warm and welcoming point of contact for volunteers, helping cultivate meaningful relationships and ensuring volunteers feel informed, appreciated, and connected to our mission.
• Training + Communication: Coordinate volunteer communication including timeline reminders, training materials, logistics emails, and event preparation details for both volunteers and participants.
• Event Support: Assist with event logistics including set-up, check-in, tear down, and general event operations for outreach events, peer support gatherings, and community programming.
• Volunteer Appreciation: Help create thoughtful post-event follow-up experiences through thank-you notes, surveys, and volunteer recognition efforts.
• Peer Support Programming: Coordinate logistics and support for Dear NICU Mama's virtual and in-person peer support programming.

• Master Scheduling
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  Maintain and manage the organization's master calendar, including programming, events, volunteer activities, internal deadlines, and community engagements.
• Organizational Efficiency: Help refine and improve workflows, systems, and operational processes to support sustainable growth and effective program delivery.
• Community Engagement: Identify community outreach opportunities, coordinate booth registrations, and support Dear NICU Mama's visibility and engagement throughout the year.
• Grant Support: Assist with grant research, identification, and supporting materials.
• Newsletter Management: Support the coordination and distribution of organizational newsletters and communications.
• Merchandise Support: Provide customer service and administrative support related to Dear NICU Mama merchandise orders and inquiries.

• Donor Communication Support: Assist the Executive Director with donor scheduling, outreach, and relationship management communication.
• CRM Management: Maintain accurate donor and sponsor records within the organization’s CRM system.
• Impact Reporting: Support the development of impact reports and storytelling materials that communicate the organization’s mission and outcomes.
• Sponsor Proposal Support: Assist in creating sponsorship proposals and materials that support Dear NICU Mama's partnership and fundraising efforts.

We are looking for someone who is compassionate, dependable, detail-oriented, and excited to contribute to a mission that supports families through one of the most vulnerable seasons of their lives.

• High school diploma or GED required; additional education or relevant professional experience is welcomed
• Strong organizational skills with the ability to manage multiple projects, timelines, and communications simultaneously
• Excellent written and verbal communication skills
• Experience coordinating events, volunteers, programs, or community initiatives
• Ability to work both independently and collaboratively within a small, mission-driven team
• Comfortable navigating emotionally sensitive conversations with empathy and professionalism
• Experience with administrative systems, scheduling platforms, CRMs, or project management tools
• Experience in nonprofit organizations, healthcare-adjacent organizations, community engagement, or volunteer management is preferred but not required
• Familiarity with social media, newsletters, Adobe Creative Cloud, Canva, Google Workspace, or donor management platforms is a plus
• A personal connection to the NICU experience is welcomed, but not required