Book'em

Operations Coordinator

Book'em

Apply

Job Summary

Job Purpose: 

To assist our executive director and staff with day-to-day operations and administrative tasks and help with other needs and priorities to fulfill our mission. The Operations Coordinator reports to our Executive Director. This role will be critical as this person will wear multiple hats from being strategic to working on administrative tasks.

Book’em is seeking a full-time Operations Coordinator to join our committed team – someone who is passionate about books, literacy, and children/teens and wants to help us provide more books and reading role models for Nashville’s youth. At Book’em, we work hard, have fun, and believe in work/life balance. We encourage and celebrate diversity and are an equal-opportunity employer.

The mission of Book’em is to create a more literate Nashville and ignite children’s passion for reading through book ownership and enthusiastic volunteers. We envision a future in Nashville where all children own books and know first-hand the joy and value of reading. For more information about Book’em, please visit www.bookem-kids.org.

This position is in-person with the option of hybrid work one day a week. This employee will help determine their schedule within regular business hours, 8:00 to 6:00 Monday through Friday. Some evenings and weekends will be required with advance notice.

If you are looking for a place to use your skills to make a difference for Nashville’s youth, please consider Book’em.

Job Responsibilities

Duties and Responsibilities

Human Resources, Finance, and Fundraising

  • Assist with the hiring process and other human resource functions.
  • Organize timesheets and payroll monthly.
  • Prepare invoices and checks for review, and enter checks into QuickBooks Online.
  • Track expenses.
  • Prepare bank deposits.
  • Manage incoming monetary donations and enter into Little Green Light.
  • Prepare and manage thank you notes and letters and our donor stewardship.
  • Handle acknowledgments for donations in honor and in memory of individuals.
  • Prepare monthly donation reports from multiple platforms.
  • Prepare and mail end-of-year financial statements to donors.
  • Maintain system to track grant applications and report deadlines.
  • Assist with other finance and fundraising functions, as well as fundraising events and campaigns.

Office Management and Operations

  • Research, identify, develop, and implement systems and procedures for efficient and effective handling of various operations and program needs.
  • Organize staff meetings.
  • Answer phones and handle inquiries.
  • Welcome and direct visitors.
  • Conduct clean-up and ensure consistency among databases.
  • Organize and maintain a backup of virtual office files and documents.
  • Keep the office organized.
  • Source and manage vendor relations and accounts.
  • Monitor office equipment and arrange needed maintenance and repairs.
  • Coordinate book deliveries and planning for special deliveries with program staff.
  • Order and maintain office supplies, swag, printed materials, etc.
  • Open and distribute mail and packages.

Executive Director Assistance

  • Assist with board and committee relations.
  • Manage the logistics for board meetings.
  • Assist with board and committee meetings.
  • Manage, assist, and/or respond to phone calls, voicemails, and emails for the Executive Director as requested.
  • Help research, identify, develop, and implement improved systems and procedures for the Executive Director and staff.
  • Compile and gather information for reporting.
  • Assist with e-newsletters and communications.
  • Assist with other tasks as requested.

General and Other

  • Maintain working relationships that ensure the success of Book’em. This includes maintaining positive interpersonal relationships with partners, donors, volunteers, and staff.
  • Assist with other duties as needed; and assist other staff members and the board of directors as needed.

Qualifications

Knowledge, Skills, and Abilities

  • Time management and organizational skills.
  • Excellent English language skills: oral, written, reading, and strong interpersonal communication skills.
  • Proficient or advanced knowledge of Microsoft Office applications and ability to learn technology platforms.
  • Ability to work independently and proactively without daily instruction, as well as the ability to work well with a team.
  • Must be comfortable working with a diverse population of volunteers, educators, business leaders, and individuals.
  • Flexibility to adjust to new tasks and priorities.
  • Attention to detail.
  • Ability to meet deadlines.
  • A valid driver’s license and vehicle insurance are required. Using a personal vehicle will be required at times.

Education and Experience Required

  • College degree or experience that is equivalent to a college degree.
  • One year of administrative work experience is required.
  • One year of operations experience is required.

Environmental Conditions and Physical Demands

  • Moderate physical activity.
  • Manual dexterity to reach/handle items, work with fingers, and perceive attributes of objects and materials.
  • The employee is required to stand, walk, sit, climb, and balance.
  • The final candidate must pass a thorough background check.

Work Schedule

  • Full-time position: 40 hours per week, during normal weekday business hours (8 am-6 pm Monday through Friday) with some early mornings, evenings, and weekends required with advance notice.
  • In-person position.

Additional Information

Benefits

Pay Rate and Benefits

  • The hourly rate range is $18.00-$21.00 depending on experience. ($37,440-$43,680 annually)
  • The position is considered an hourly non-exempt employee working full-time.
  • No health/medical benefits are available through Book’em.
  • Paid time off for holidays, vacation, and personal time included.
  • Flexible schedule within 40 hours/week and regular business hours. Remote work one day during the regular work week.
  • Opportunity to work with a talented and dedicated team and to make a difference.

How to Apply

To apply for this position, please email the following to Melissa Spradlin at melissa@bookem-kids.org.

  • a cover letter describing how you are qualified for this position and why you are interested in it.
  • your resume

Details

  • Date Posted: January 29, 2025
  • Type: Full-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Children / Youth
  • Start Date: 03/03/2025
  • Salary Range: $18.00-$21.00/hour
  • Working Hours: 40 hrs/wk; M-F
Skip to toolbar