Description
The Administration & Operations Coordinator is a key part-time role that supports the day-to-day operations of SDAF and enables the organization to expand its programming, partnerships, and community impact.
Funded in part by a capacity-building grant, this position is designed to streamline administrative operations, strengthen communications, and support organizational growth by allowing the Executive Director to focus more deeply on fundraising, partnerships, and strategic initiatives.
This role works closely with the Executive Director, Board President, as well the Board of Directors to ensure smooth operations, strong communication, and consistent engagement with SDAF’s members, sponsors, and the public.
Requirements
Core Responsibilities
1. Operations & Systems Management (Primary Focus)
Maintain and manage SDAF’s membership and contact database (Wild Apricot; transitioning to Salesforce or similar CRM)
Support event setup, registration, and tracking within the database
Maintain accurate records for memberships, sponsors, and communications
Organize and manage SharePoint file systems for Board and program use
Identify and recommend improvements to systems and workflows over time
2. Communications & Engagement
Serve as the first point of contact for general inquiries (email and phone), ensuring timely and professional responses (within 24 hours)
Draft and distribute weekly e-newsletters and periodic communications to members and partners
Assist with social media content creation (particularly event-based storytelling and short-form video/reels)
Support communication with members, sponsors, and the public in alignment with SDAF’s voice and mission
3. Board & Organizational Support
Prepare and assemble Board and Executive Committee meeting materials (agendas, reports, supporting documents)
Maintain and update Board records, including rosters, calendars, and orientation materials
Attend monthly Board meetings (typically in-person, 3rd Thursday 8-9:30 am, Downtown San Diego) and support logistics
Ensure consistency and organization across Board and foundation-facing materials
4. Program & Event Support
Provide administrative and logistical support for SDAF programs and events (e.g., Open House San Diego, Orchids & Onions, tours, film series)
Coordinate materials, registration lists, and communications for events
Support volunteer committees as needed, in coordination with the Executive Director
5. Development & Research Support
Assist with maintaining sponsor and donor tracking lists
Support outreach efforts by researching potential partners, sponsors, community stakeholders, and grants
Help organize development-related materials and communications
Qualifications Required
-Strong organizational skills and attention to detail
-Excellent written and verbal communication skills
-Experience working with databases or CRM systems
-Ability to manage multiple tasks and work independently in a remote environment
-Professional, responsive, and service-oriented mindset
Preferred
-Experience with Wild Apricot, Salesforce, Bloomerang, or similar CRM platforms
-Familiarity with Microsoft 365 (SharePoint, Outlook, Excel)
-Experience supporting nonprofit organizations, events, or membership-based groups
-Basic experience with social media content creation (especially Instagram and LinkedIn)
-Interest in architecture, design, urban planning, or the built environment
Work Structure
-Reports to: Executive Director
-Works closely with: Board President, Treasurer, and Committee Chairs
-Work is assigned primarily through the Executive Director, with coordinated input from leadership
-Flexible schedule within standard weekday hours; occasional evening/weekend event support may be required
Success Metrics
Within 30 days:
-Familiarity with SDAF systems, programs, and communication channels
-Able to manage inbound communications and basic administrative workflows
Within 60 days:
-Confidently managing CRM/database updates, newsletters, and Board materials
-Supporting ongoing programs and events with minimal oversight
Within 90 days:
-Proactively identifying opportunities to improve systems and efficiency
-Effectively supporting communications, operations, and development efforts
-Functioning as a reliable operational backbone for the organization
Ideal Candidate Profile
-This role is ideal for someone who is:
-Organized, proactive, and detail-oriented
-Comfortable working behind the scenes to make programs and people successful
-Interested in design, architecture, or civic engagement
-Excited to contribute to a mission-driven organization making a tangible impact in San Diego
How to Apply
Please submit:
-Resume
-Brief cover letter outlining your interest in SDAF and relevant experience
