We Are Hiring: Operations & Systems Coordinator

[This position was filled March 2022]


The Operations & Systems Coordinator is responsible for the day-to-day administrative, grant disbursement, bookkeeping and database management operations of the organization. He/She/They collaborates with staff and external constituents to ensure daily operations run smoothly.

Ideal candidates have multi-faceted experience that may include finance, implementation and maintenance of data management systems, general office operations and administration, and communications.

Employee Classification: Exempt, 12 months

Reports to: Development Director (DD) with responsibilities under Program Manager (PM)

Hours: 40 hour flexible work week to be fulfilled hybrid from your home and in the Bryn Mawr office (work from home hours to be approved by supervisor)

Salary Range: $50,000-$58,000

Benefits: Generous health benefits. Flexible, hybrid work schedule. 8 paid holidays and 15 days of PTO.

Oversight & Responsibilities

  • Financial Management
    • Manage invoices, payments and communications with all vendors including landlord.
    • Recording of financial transactions, and collaboration with external consultants and auditors.
    • Support in the development and monitoring of the annual fiscal budget.
    • Support and assist in the financial audit.
  • Development
    • Ensure the accuracy and integrity of the donor database (DonorPerfect).
    • Manage gift documentation process and deposit all check payments.
    • Records and acknowledge all contributions received in a timely manner.
  • Program Coordination
    • Manage grant disbursement process, including communications with families and/or vendors to collect bills and work with external bookkeepers for financial assistance payments and tracking payments.
    • Manage and maintain all family data in program database (Zengine).
  • Events
    • Manage pledges and payments from event sponsors and attendees.
    • Track event attendees and communicate pertinent information to sponsors and guests.
    • Distribute acknowledgement letters post event.
    • Assist as needed with event preparations.
    • Attend all events to assist with setup and logistics.
  • Administrative Duties
    • Manage inventory and supplies for the office, including supplies, equipment, technology etc.
    • Manage office and electronic files, routinely updating, scanning and purging files. Ensure that all employee files are maintained according to established policy and procedure.
  • Other duties as assigned



  • Strong organization skills with expert attention to detail
  • Strategic, analytical thinker possessing a proactive approach to problem-solving and ongoing process improvement
  • Collaborative, creative and positive
  • Able to work productively independently, and as a team
  • High emotional intelligence
  • Capacity to quickly learn new technical skills
  • Excellent written and interpersonal communication skills
  • Strong relational and donor database skills (knowledge of DonorPerfect and/or Zengine preferred)
  • Strong computer skills and proficiency in all MS Office products
  • Strong data management and assessment skills, including production of data-driven metrics
  • Spanish speaking not required but desirable


Required Qualifications

  • Bachelor’s degree plus related experience
    • A minimum of 3 years’ experience in an administrative role
    • A minimum of 3 years’ experience in a bookkeeping role
    • A minimum of 2 years’ experience in non-profit, either as volunteer or employee
  • Extensive experience presenting to and communicating with constituents of all levels
  • Experience developing and maintaining productive working relationships with supervisors, colleagues, peers, contractors, and vendors
  • Proof of full vaccination against COVID-19 prior to start date required, including any CDC recommended boosters


How to Apply:

Interested candidates should forward a resume and cover letter to:  apply@fredsfootsteps.org

Subject line of the e-mail containing the resume should read: Applicant Name, Operations and Systems Coordinator Application