Job Description
As representatives of GiGi’s Playhouse, it is essential all employees display a pleasant and professional personal presence, most importantly an exceptional disposition to interact directly with individuals with Down syndrome and their families. The Operations Coordinator is a goal-oriented, conscientious individual who uses sound judgment and effective analytical skills to manage all administrative and operational aspects of the Denver playhouse.
Responsibilities include but are not limited to the following: overall office management, supporting a smoothly running facility, donation processing, data management, execution of marketing and social media communications, working with volunteers, and greeting families and walk-ins.
Reports To: Executive Director, GiGi’s Playhouse Denver
Essential Job Functions:
Administrative / Office Management
o Open and close Playhouse during regularly scheduled “open hours.”
o Maintain the physical appearance inside the Playhouse; ensure a welcoming, clean, and safe environment for families, guests, and donors.
o Manage basic office organization, including: ordering inventory, office, and program supplies, business cards, and Playhouse brochures.
o Maintain computer, copier, security and all electronic equipment, and scheduling repairs as necessary.
o Answer the phone, respond promptly and professionally to all phone, e-mail, and web inquiries, collect and sort mail.
o Welcome/greet all visitors to the Playhouse, including: families, volunteers, and donors. And offer tours to walk-in families as appropriate.
o Ability to work collaboratively and professionally with local Executive Director, national office staff, board members, committee members, volunteers, families, and donors.
o Assist Executive Director with preparation of monthly Playhouse Impact Report, collecting needed information for the report from the Executive Director, other staff, and board members.
o Communicate effectively with the Executive Director so they are apprised of Playhouse activities, needs and concerns.
o Ability to work within budget limitations.
o Attend monthly Operations calls and respond appropriately to network-wide requirements from the National Office.
o Follow all national guidelines and policies as outlined in the Operations, Volunteer and Human Resources manuals.
Donation Processing and Data Management
o Track all incoming monies (receipts, secure collection deposits, etc.) per required processes, in collaboration with centralized bookkeeper and Treasurer.
o Process donations and registrations for all events.
o Data management: Enter and manage all family, program, and volunteer data into Salesforce, including timely reporting, editing, data cleanup, and maintenance.
o Set up all program enrollment, tutor/student matching and ensure all program outcomes are properly documented, in collaboration with program leads.
o Manage program RSVPs.
o Ensure all donor acknowledgements processed are on a timely basis.
Volunteer Support:
o Assist Program Leaders and Key Volunteers with administrative needs as requested.
o Communicate and follow-up with volunteers to help ensure all events, programs, and activities are fully supported for the needs of the Playhouse.
o Assist with recruitment of new volunteers to ensure the Playhouse is continually supported for all events and other Playhouse needs, such as: announcing volunteer needs on social media, and attending volunteer recruitment fairs as directed by the local Executive Director.
o Conduct all background checks and obtain and record all forms and documentation as necessary.
o Work with Key Volunteers to draft the monthly volunteer e-newsletter.
Marketing and Communications Execution:
o Maintain online Playhouse calendar of programs and events.
o Create promotional flyers and graphics for local Playhouse events using Canva.
o Execute e-newsletters by collecting content and direction from Executive Director, staff, and volunteers, and inserting and formatting into the newsletter tool, send to the appropriate lists in the database.
o Continually update local website pages to ensure they reflect current programs and events.
o Support social media execution and engagement.
o Send out required new parent celebration packets, marketing materials, sponsor packets, etc.
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; strives to continuously build knowledge and skills related to technical tools.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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 the essential functions.
• Education and/or Experience: At least four years related experience and/or training; or equivalent combination of education and professional work experience. Note: Certificates, Licenses, Registrations: Not Applicable
• Volunteer support – professional experience working with volunteers.
• Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to families, donors, volunteers, and board members of the organization.
• Mathematical Skills: Ability to add, subtract, two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
• Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook) Proficiency in social media platforms: Instagram, Twitter, Linked In and Facebook. Ability to work proficiently in a database program (Salesforce) to manage interactions and transactions with all individuals who interface with this location, including donations, volunteer hours, program participation, etc.
• 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 the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand, walk; sit; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include 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 the 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; figure 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: