Development and Operations Coordinator

GiGi's Playhouse Nashville

Apply

Job Summary

Founded in 2003, GiGi’s Playhouse Inc.’s mission is to increase positive awareness of Down syndrome through national campaigns, and educational programs, and by empowering individuals with Down Syndrome, their families, and the community.  All Programs are free and are therapeutic in nature. Each program is designed to work on specific skill development, including speech and language, socialization, and fine and gross motor skills. GiGi’s Playhouse currently has over 49 locations across North America and is growing by several locations annually. 

Job Description 

As representatives of GiGi’s Playhouse, it is essential all employees display a pleasant and professional personal presence and, most importantly an exceptional disposition to interact directly with individuals with Down syndrome and their families. The Development and Operations Coordinator is a goal-oriented, self-starter who will perform administrative duties related to facilities and operations, fundraising, marketing and communications, and programs. Additionally, this individual will be involved with fundraising and stewardship activities for the organization. Responsibilities include but are not limited to Overall office management, donation processing and data management, execution of development, marketing, and communications initiatives, event logistics management, and grant writing and reporting. All staff members are the face of GiGi’s Playhouse and play an essential role in representing GiGi’s to families, volunteers, donors, and community members. Periodic nights and weekends are required. This position requires this staff member to be on-site in the center during work hours. 

Location: Brentwood, TN (On-site)

Reports To: Executive Director of GiGi’s Playhouse Nashville

Job Responsibilities

Essential Job Functions: 

Administrative / Office Management 

• Responsible for the overall facility and smooth operation of the Playhouse 
• Maintain the physical appearance of GiGi’s Playhouse; ensure a welcoming, clean, and safe environment for families and donors and manage the center’s vendors. 
• Manage basic office organization, including ordering inventory, office, and program supplies 
• Maintain computer, copier, security, and all electronic equipment, scheduling repairs  
• Manage direct interactions with visitors and front-of-house activities 
• Answer phones, and respond promptly and professionally to all phone, e-mail, and web inquiries 
• Greet and connect with all visitors to the center, including families, volunteers, donors  
• Schedule appointments and center tours with visitors. 
• Assist Program Leaders and Volunteers with administrative needs as requested 
• Ability to work collaboratively and professionally with national office staff, board members, committee members, volunteers, families, and donors. 
• Communicate/follow-up with volunteers to ensure training and on-boarding paperwork is completed 
• Conduct all background checks and obtain and record all forms and documentation as necessary

Development 

• Assists in creating and executing annual development plan and works to achieve and surpass goals 
• Coordinate aspects of fundraising events and activities from planning to execution  
• Support event and development committees, including taking meeting minutes and sending out correspondence. Work with committees in establishing and adhering to event budgets, assisting with event preparation, and attending events to assist in set up, implementation, and clean up. 
• Fosters relationships with donors, community members, families, partners, national office staff, board members, committee members, volunteers, and families. 
• Assist in corporate and foundation research, writing grants and other proposals, and grant reporting 
• Work directly with the Executive Director to manage development project workflow  
• Ensure all donor acknowledgments are processed on a timely basis 
• Donation Processing and Data Management 
• Track all incoming monies (receipts, secure collection deposits, etc.) per required processes, in collaboration with the centralized bookkeeper and Board Treasurer 
• Process and track all donations and registrations for all events 

Data Management

• Enter and manage all family, program, and volunteer data into Salesforce, including timely reporting, editing, data cleanup, and maintenance 
• Set up all program enrollment, tutor/student matching, and ensure all program outcomes are properly documented, in collaboration with program leads 
• Marketing and Communications Execution 
• Maintain GiGi’s Playhouse online calendar of programs and events 
• Create promotional flyers and graphics for local center events and marketing initiatives 
• Execute e-newsletters by collecting content and direction from other staff and volunteers, inserting and formatting them into the newsletter tool, and sending them to the appropriate lists 
• Continually update local website pages to ensure they reflect current happenings 
• Create social media content and manage all social media channels and engagement 
• Send out any required new parent celebration packets, marketing materials, sponsor packets, etc. 

Relationship with National Office and Local Board of Managers 

• Attend monthly Operations and Development calls and respond appropriately to network-wide requirements from the National Office 
• Assist with the preparation of monthly GiGi’s Playhouse Impact Report  
• Follow all national guidelines and policies as outlined in the respective manuals 

Qualifications

Competencies 

• Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed; Recognizes accomplishments of other team members. 
• Written and oral communication: Ability to express ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. 
• Problem-Solving: identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; ability to be creative, open-minded, and flexible; works well in group problem-solving situations; uses reason even when dealing with emotional topics 
• Professionalism: Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 
• Quality Management: Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness. 
• Planning/Organizing: Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. 
• Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. 
• Initiative and Work Ethic: Volunteers readily; Seeks increased responsibilities; Takes independent actions and calculated risks; possesses a strong willingness to work hard and sometimes long hours to get the job done.  Has a track record of working hard. 
• Technical Skills: Assess own strengths and weaknesses; strive to continuously build knowledge and skills related to technical tools. 

Qualifications  

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• Education and/or Experience: associate or bachelor’s degree preferred 
• Fundraising/Development Skills: At least two to four years of experience working in a development capacity for a nonprofit. Experience planning events and fundraisers is needed. Grant writing and grant management experience preferred. 
• Language Skills: Professional written and interpersonal skills are essential. Ability to write proposals, reports, business correspondence, and procedure manuals. Ability to effectively present information to donors, participants & families, community members, and the public. 
• Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook). Proficiency in Canva and social media platforms: Instagram, Twitter, LinkedIn, TikTok & Facebook. Ability to work proficiently in donor database program (Salesforce). 
• Certificates, Licenses, Registrations: Not Applicable 
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee is frequently required to walk; sit and reach with hands and arms.  The employee is occasionally required to stand; climb or balance; stoop, kneel, crouch, or crawl, and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include the ability to adjust focus. 
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. 

GiGi’s Playhouse Core Values: GiGi’s challenges all staff and volunteers to embody the following core values: 

• Enthusiasm: Bringing positive, high energy to our work 
• Best of All: Always looking to improve in all that we do.  Challenge yourself every day. 
• Get It Done: Making things happen and blasting through barriers when needed; figuring it out together. 
• Believe: Believe in ourselves, believe in our mission, believe we can achieve all that we set out to achieve 
• Locally Concerned, Enterprise Minded: To best serve our local communities, we share best practices and have the humility to leverage the collective learnings from across GiGi’s network. 

The duties listed in this job description may not be inclusive of all requirements of this position.  Other duties may be assigned by your supervisor. 

Additional Information

Benefits

How to Apply

Please submit your cover letter and resume to dbayles@gigisplayhouse.org by September 22, 2023. 

No phone calls, please. Application review begins immediately until the position is filled. Applications without cover letters will not be considered.

Details

• Date Posted: September 5, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Start Date: 10/16/2023
• Salary Range: TBD based on experience
• Working Hours: 40 hrs/week