Operations + Community Support Coordinator

At Dear NICU Mama, we believe no parent should feel alone during or after a NICU journey. We are looking for someone who is deeply organized, people-centered, and energized by meaningful work to help support the day-to-day operations that make our mission possible.

This role blends volunteer coordination, community engagement, administrative support, and donor relations into one highly collaborative position that helps ensure NICU families feel seen, supported, and connected.

Event Volunteer Coordination

• Volunteer Relations: Serve as a warm and welcoming point of contact for volunteers, helping cultivate meaningful relationships and ensuring volunteers feel informed, appreciated, and connected to our mission.
• Training Communication: Coordinate volunteer communication including timeline reminders, training materials, logistics emails, and event preparation details for both volunteers and participants.
• Event Support: Assist with event logistics including set-up, check-in, tear down, and general event operations for outreach events, peer support gatherings, and community programming.
• Volunteer Appreciation: Help create thoughtful post-event follow-up experiences through thank-you notes, surveys, and volunteer recognition efforts.
• Peer Support Programming: Coordinate logistics and support for Dear NICU Mama’s virtual and in-person peer support programming.
• Financial Operations Support: Provide administrative and organizational support related to financial operations and internal processes.

General Operations Administrative Support

• Master Scheduling: Maintain and manage the organization’s master calendar, including programming, events, volunteer activities, internal deadlines, and community engagements.
• Organizational Efficiency: Help refine and improve workflows, systems, and operational processes to support sustainable growth and effective program delivery.
• Community Engagement: Identify community outreach opportunities, coordinate booth registrations, and support Dear NICU Mama’s visibility and engagement throughout the year.
• Grant Support: Assist with grant research, identification, and supporting materials.
• Newsletter Management: Support the coordination and distribution of organizational newsletters and communications.
• Merchandise Support: Provide customer service and administrative support related to Dear NICU Mama merchandise orders and inquiries.

Donor Sponsor Engagement:

• Donor Communication Support: Assist the Executive Director with donor scheduling, outreach, and relationship management communication.
• CRM Management: Maintain accurate donor and sponsor records within the organization’s CRM system.
• Impact Reporting: Support the development of impact reports and storytelling materials that communicate the organization’s mission and outcomes.
• Sponsor Proposal Support: Assist in creating sponsorship proposals and materials that support Dear NICU Mama’s partnership and fundraising efforts.

We are looking for someone who is compassionate, dependable, detail-oriented, and excited to contribute to a mission that supports families through one of the most vulnerable seasons of their lives.

Job Qualifications:

• High school diploma or GED required; additional education or relevant professional experience is welcomed
• Strong organizational skills with the ability to manage multiple projects, timelines, and communications simultaneously
• Excellent written and verbal communication skills 
• Experience coordinating events, volunteers, programs, or community initiatives
• Ability to work both independently and collaboratively within a small, mission-driven team
• Comfortable navigating emotionally sensitive conversations with empathy and professionalism
• Experience with administrative systems, scheduling platforms, CRMs, or project management tools
• Experience in nonprofit organizations, healthcare-adjacent organizations, community engagement, or volunteer management is preferred but not required
• Familiarity with social media, newsletters, Adobe Creative Cloud, Canva, Google Workspace, or donor management platforms is a plus
• A personal connection to the NICU experience is welcomed, but not required

Expected Salary:

• $20-$25/Hour