Operations Coordinator

The Blackland Prairie Raptor Center (BPRC) is seeking an organized, personable, and mission- driven Operations Coordinator to support the daily administrative operations of the organization. This position serves as a primary point of contact for the public, donors, volunteers, vendors, and individuals seeking assistance with injured or orphaned raptors. The Operations Coordinator plays an important role in creating a welcoming and professional experience for everyone who interacts with BPRC. The ideal candidate is an excellent communicator, highly organized, comfortable managing multiple priorities, and enthusiastic about supporting BPRC’s mission through strong administrative and relationship-building skills.

DUTIES AND EXPECTATIONS

Office & Administrative Support Answer incoming phone calls, respond to general inquiries, and route calls and messages to the appropriate staff member. Monitor and respond to general office email and correspondence. Maintain an organized, welcoming, clean, and professional office environment. Assist with scheduling, calendars, meetings, and other administrative needs. Maintain office files, records, forms, and contact information. Receive, sort, and distribute incoming mail and packages. Prepare and mail correspondence, informational materials, and other documents as needed. Assist staff with data entry, document preparation, printing, copying, and other administrative projects. Serve as an initial point of contact for members of the public reporting injured, sick, or orphaned raptors. Gather relevant information from callers and communicate established BPRC procedures for responding to injured wildlife. Coordinate with BPRC staff, volunteers, transporters, wildlife rehabilitators, and other appropriate partners to facilitate transportation of injured raptors. Maintain accurate records related to incoming raptor calls and transportation arrangements. Communicate clearly and compassionately with members of the public during wildlife-related calls, which can occasionally be urgent or emotional. Follow established protocols and refer medical, rehabilitation, or wildlife-care decisions Donor Stewardship Help ensure donors receive timely, personal, and meaningful acknowledgment of their support. Write and mail handwritten thank-you notes to donors and supporters. Make thank-you phone calls to donors to express appreciation on behalf of BPRC. Prepare and send donation acknowledgment letters and other donor correspondence. Assist with maintaining accurate donor contact and gift information. Support donor stewardship initiatives, mailings, events, and special projects. Help identify opportunities to make donors, members, volunteers, and community partners feel welcomed and appreciated. Purchasing & Supplies Monitor office and other operational supplies and replenish them as needed. Place orders with approved vendors and online suppliers. Track orders and follow up on delayed, missing, or incorrect shipments. Maintain organized records of purchases, invoices, receipts, and vendor information. Coordinate with staff to anticipate supply needs for programs, events, wildlife operations, and general office activities. Assist in identifying cost-effective purchasing options while maintaining appropriate quality and availability. Visitor, Volunteer, and Community Support Greet visitors, volunteers, donors, vendors, and community members in a friendly and professional manner. Provide general information about BPRC’s mission, programs, events, and ways to get involved. Support registration, check-in, correspondence, and preparation for educational programs, special events, and community activities. Represent BPRC with professionalism, warmth, discretion, and enthusiasm. Secondary Responsibilities Other duties as assigned.

QUALIFICATIONS

Strong organizational skills and attention to detail. Excellent verbal and written communication skills. Friendly, professional, and confident telephone manner. Ability to communicate compassionately with people who may be concerned or distressed about injured wildlife. Strong customer service and interpersonal skills. Ability to manage multiple priorities and transition comfortably between routine tasks and unexpected needs. Comfortable working independently while collaborating with staff and volunteers. Strong proficiency with Google Workspace (Google Suite), including Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, and Google Forms. Ability to accurately enter, update, and maintain donor, contact, and constituent records in a CRM. Experience recording interactions, notes, donations, acknowledgments, follow-up activities, and other relationship-management information. Understanding of the importance of data accuracy, consistent recordkeeping, duplicate management, and maintaining current contact information. Ability to handle confidential donor, financial, personnel, and organizational information with discretion. Comfortable learning new software systems, technology platforms, and internal processes. Dependable, resourceful, and willing to assist wherever needed in a small nonprofit

PREFERRED QUALIFICATIONS

Previous experience using a CRM, donor database, membership database, or similar constituent-management system. Familiarity with generating basic reports, mailing lists, contact lists, or donor lists from a CRM or database. Previous experience in office administration, nonprofit operations, customer service, donor relations, or a similar role. communications, or supporting fundraising operations. Experience coordinating schedules, transportation, vendors, or logistics. Strong general technology skills and the ability to troubleshoot routine software or office-technology issues.

DESIRED CHARACTERISTICS

The successful Operations Coordinator will be: Welcoming: Creates a positive experience for everyone who contacts or visits BPRC. Organized: Keeps information, schedules, supplies, and administrative details on track. Compassionate: Communicates thoughtfully with donors, volunteers, visitors, and people seeking help for injured wildlife. Resourceful: Comfortable solving everyday problems and determining the appropriate next step. Detail-oriented: Understands that accurate records, donor acknowledgments, and follow-through matter. Tech-savvy: Comfortable using Google Workspace, CRM systems, online platforms, and other technology to keep information organized and operations running efficiently. Mission-focused: Takes pride in supporting the people and behind-the-scenes operations that make BPRC’s conservation work possible. Flexible: Comfortable working in a small nonprofit where priorities may shift and team members often help one another. #J-18808-Ljbffr Blackland Prairie Raptor Center