Operations and Development Administrator

Friends of Shelby Park and Bottom

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Job Summary

Friends of Shelby is looking for a savvy, organized, and community-minded individual to join our team as the Operations and Development Administrator. This full-time position will help Friends of Shelby thrive and grow by managing internal operations and playing a key role in the organization’s fundraising. They will work on a number of development-related tasks including grant tracking, donor recognition, special event logistics, and merchandise sales. They will help with administrative support including data collection and reporting, external communications oversight, and improving internal processes.

Friends of Shelby Park and Bottoms (“FOS”) is an East Nashville-based nonprofit, operating at Shelby Park and Bottoms, with a mission to preserve, enhance, and promote Shelby Park and Bottoms for everyone to appreciate and protect.

About Shelby Park and Bottoms

Shelby Park and Bottoms is a 1300-acre park on the Cumberland River 2 miles from downtown in the heart of East Nashville. It is a vibrant historic park and expansive natural area with a diversity of activities and users you’ll find nowhere else in Nashville. In partnership with the Metro Nashville Parks Department, Friends of Shelby Park and Bottoms works to engage the community in park beautification and the maintenance of park features, create and promote park programs and activities, and advocate for continued funding to fulfill the Shelby Park Master Plan. Community attendance at events, participation in volunteer programs, donations, and membership all support our efforts and help us do more every year.

Job Responsibilities

Development Support | 50% Time

• Develop and implement data tracking systems for grant reporting
• Manage all donor records using multiple software platforms (Kindful, Quickbooks, Excel)
• Produce thank-you letters for all gifts, including appropriate tax-deduction language
• Coordinate merchandise sales: maintain inventory, ship orders, maintain positive relationships with vendors, and update online store
• Manage and process all incoming invoices and accounts receivable
• Organize, reconcile, and code all revenue and expense transactions, including sales, donations, and receivables, and send to the Executive Director for the production of monthly financial statements
• Manage the preparation for special events including: coordinating with event partners and vendors, procuring supplies for events, organizing and tracking event preparation plan
• Assist with facilitating events on-site
• Represent FOS at community and park events as an active and enthusiastic advocate for the organization, and serve as a knowledgeable, friendly resource

Administration | 30% Time

• Oversee the implementation, and maintenance of organizational software and systems, including fundraising CRM, grants management program, and office productivity tools.
• Assist with financial administration tasks, such as budget tracking, bill payment, purchasing, invoicing, expense reporting, and providing information to our bookkeeper and tax/audit accountants.
• Maintain office supplies and equipment, and coordinated with vendors, service providers, and facility managers as needed.
• Provide general nonprofit management support such as meeting preparation, checking mail, managing public inquiries, and maintaining organized files.
• Assist the Executive Director with other administrative tasks as assigned

Communications | 20% Time

• Manage FOS website including updating the online calendar, writing new copy, updating images, and creating new web pages
• Coordinate FOS social media accounts, newsletter, and other external communications to support the Executive Director and staff

General Duties

• Promote Friends of Shelby programs on social media, digital communications, and community outlets
• Present program information to park visitors, community members, and partners in person.
• Communicate with a growing network of stakeholders including other nonprofits, neighborhood entities, businesses, etc.
• Collect, report, and process data and documents related to agency operation
• Work a flexible schedule averaging 40 hours per week, including occasional early mornings, nights, and weekends.
• Work in the outdoors under various weather conditions; traverse uneven terrain; walk, stand, bend, stoop, and lift 50lb on a regular basis
• Maintain a means of personal transportation and communication
• Other duties as assigned

Qualifications

Required Qualifications and Skills

• Minimum two years of experience in nonprofit or political fundraising.
• Excellent writing, organizational, and interpersonal skills.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Proficiency in using fundraising CRM systems and databases.
• Initiative to learn new skills, overcome obstacles, and suggest innovative ways to deliver on Friends of Shelby’s mission.
• Productive when working independently and as a member of a team.
• Strong personal convictions with an equal desire to understand different points of view.
• Valid driver’s license and access to reliable transportation
• Acceptable background check

Preferred Qualifications

• Bachelor’s degree in a relevant field (or four years of relevant work experience).
• Demonstrated interest in community engagement, environment, and nonprofit work.
• Experience in a similar role with a nonprofit organization.
• administrative assistance, development, or project management

Additional Information

Benefits

How to Apply

Please submit a cover letter and resume to info@friendsofshelby.org by July 2.

Details

• Date Posted: June 16, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Community Development
• Start Date: 08/01/2024
• Salary Range: $42,000+
• Working Hours: 40 hrs/week