Operations Coordinator

About Embracing Our Differences

Embracing Our Differences is a Sarasota-based nonprofit that uses the power of art and education to inspire kindness, respect, and inclusion. Each year, our outdoor exhibition features large-scale artwork and quotations from artists, writers, and students from around the world. Through educational programs, field trips, reading days, student leadership opportunities, and community events, we engage students and community members in meaningful conversations about our shared humanity.

Position Title: Operations Coordinator

Supervisor: VP, Operations

Position Summary: The Operations Coordinator plays a vital role in ensuring the seamless execution of Embracing Our Differences’ educational programs and community events. This is an in-person position located in Sarasota, Florida , and requires a highly organized, detail-oriented, and proactive individual who excels at logistics, data management, and communication. The Operations Coordinator will serve as a central hub connecting teachers, volunteers, staff, and vendors to ensure our initiatives, including Reading Days, Field Trips, Unity Day, and Coexistence Clubs, run smoothly.

Key Responsibilities

1. Educational Program Logistics (Reading Days, Field Trips, Unity Day, Clubs, etc…)

• Communications & Outreach: Draft and distribute targeted e-blasts to educators to advertise and promote reading days, field trips, Unity Day, Coexistence Clubs, and Professional Development workshops.
• Scheduling & Confirmation: Coordinate directly with teachers to confirm reading schedules, student head counts, and event logistics post-signup.
• School & Site Coordination: Provide school principals and front desk staff with necessary security/visitor information, including lists of confirmed volunteers and participating teachers.
• Database & Data Management: Efficiently input field trip and program signups from online platforms into master spreadsheets. Track attendance, survey educators, and compile program data for impact reporting.
• Docent & Advisor Scheduling: Create and maintain the docent scheduler for Coexistence Club advisors and integrate field trip schedules into the system.
• Inventory & Prep: Manually crosscheck all book boxes, create and print logistics labels, order supplies, and pack/ship catalogs and promotional materials to participating educators.

2. Event & Volunteer Management

• Volunteer Relations: Serve as a welcoming contact for volunteers before and during events; manage ongoing listings on volunteer recruitment sites (e.g., Idealist, United Way, Points of Light, VolunteerFlorida).
• Training & Reminders: Send critical timeline reminders, training links, and "2-day out/day-before" logistics emails to volunteers and participants.
• On-Site Support: Assist with event check-in, oversee Coexistence Club organization at events, and assist with speaker and venue logistics as needed. Work six Saturdays during exhibition season, with Mondays as the designated alternate day off.
• Appreciation: Ensure all volunteers receive timely post-event thank-you notes and feedback surveys.

3. Exhibition Submissions & Banner Logistics

• Submission Tracking: Track, organize, and manage all art and quote submissions received outside of the standard online platform.
• Banner Program Administration: Promote artwork banner requests, track incoming requests, and collaborate closely with the VP of Operations to manage delivery and logistics.
• Marketing Support: Facilitate the "Call for Artwork" and quotation posts on various community and submission websites.

4. General Operations & Administrative Support

• Master Scheduling: Create, update, and maintain the comprehensive organizational master calendar outlining year-round events, key programs, internal deadlines, and volunteer dates.
• Project Management: Proactively follow up with teachers regarding lesson plan submissions, deadlines, and school district approvals.
• Internal Reminders: Keep leadership on schedule by providing timely reminders regarding marketing material deadlines.
• Community Engagement: Identify off-season community events and engagement opportunities, and coordinate booth registration to expand organizational outreach.

 Qualifications & Skills

• Experience: 4+ years of experience in administrative support, project coordination, event planning, or nonprofit operations (experience working with school districts or volunteers is a major plus).
• Technical Skills: Proficiency with data entry, Excel/Google Sheets, form software (e.g., 123FormBuilder), submission platforms, and email marketing tools.
• Organization: Exceptional organizational skills with a proven ability to manage moving parts, track inventory, and maintain complex calendars without letting details slip.
• Communication: Strong, professional written and verbal communication skills; comfortable emailing school administrators, corporate volunteers, and internal leadership alike.
• Attributes: A proactive problem-solver who can work independently, manage deadlines assertively, and maintain a high level of customer service.
• Mission Alignment: A strong commitment to the values of kindness, respect, and inclusion.