Governance & Foundation Operations Coordinator

The Society of American Military Engineers (SAME) is seeking a Governance & Foundation Operations Coordinator to join our growing team. SAME represents the public sector architecture/engineering/construction industry – our 20,000 members literally build and support America’s infrastructure and national security. We provide our members opportunities to:

• Collaborate and network in a joint service environment (meaning, all branches of the uniformed services as well as federal, state, and local government agencies).
• Grow professionally and personally by participating in technical education & training, a wide range of conferences, and community service events.
• Engage with peers and content in a specific area of practice or designation via our Communities of Interest.
• Achieve professional and business goals.



We are a small organization (about 30 staff) that places a high value on teamwork, collaboration, and continually improving the products and services we deliver to our members. At SAME, we do work hard but we have a lot of fun doing it and enjoy working with one another. Everyone on our team is encouraged to take initiative, offer fresh perspectives, and be entrepreneurial. If you’re a team player who strives to do your best each day, please read on for a great opportunity with our great organization!

SAME has a hybrid work environment. The Governance & Foundation Coordinator will work full-time in our Alexandria, VA office for the first 90 days with the possibility of hybrid thereafter.

SAME’s salary and benefits package include health, disability, and life insurance as well as 401k match. Starting salary range: $55,000 - $60,000.

Please submit interest and resumes to applysame@same.org.

POSITION SUMMARY

The Governance & Foundation Operations Coordinator supports the governance, compliance, and Foundation activities of SAME, the SAME Foundation, and the Academy of Fellows. This role works closely with volunteer leaders, donors, and staff to help ensure board activities, Foundation operations, and donor engagement efforts run smoothly and effectively. The Coordinator maintains accurate records, coordinates meetings and communications, assists with compliance requirements, and provides excellent service to stakeholders.

KEY RESPONSIBILITIES

Governance & Board Administration

·      Coordinate meetings for the Foundation Board, Executive Committee, and governance groups.

·      Prepare meeting materials, agendas, minutes, and follow-up communications.

·      Manage board and committee rosters and terms.

·      Support annual conflict-of-interest and governance disclosure processes.

·      Maintain official governance records, bylaws, policies, and archives; track board actions, elections, and follow-up activities to ensure accountability, compliance, and audit readiness.

·      Serve as primary point of coordination for governance-related leadership activities.

·      Support volunteer leaders and committees through meeting and project coordination.

·      Recommend improvements to governance processes and procedures.

·      Coordinate and support Academy of Fellows leadership activities, meetings, communications, and records management.

·      Coordinate onboarding and orientation for new board and committee members.

Administrative & Operational Support

·      Serve as liaison between the SAME National Office and Foundation stakeholders.

·      Manage executive and operating calendars, meeting logistics, and governance communications.

·      Maintain standard operating procedures (SOPs), administrative records, and governance.

·      Ensure charitable registrations and compliance filings are submitted on time.

·      Provide responsive, professional service to national leaders, donors, and staff, ensuring timely follow-up, clear communication, and a high-quality experience for all stakeholders.

Foundation & Donor Operations

·      Support donor tracking, reporting, and fundraising activities.

·      Maintain the integrity, accuracy, and confidentiality of donor records, reporting systems, and constituent information.

• Coordinate with SAME Finance to track Foundation-related expenses and deposits.

·      Support Foundation campaigns and donor stewardship activities, ensuring timely acknowledgments, meaningful engagement, and accurate tracking.

·      Support Foundation compliance and regulatory requirements, including Form 990 preparation, charitable registrations, corporate records management, board resolutions, audit support, and related filings.

Communications & Documentation

• Draft agendas, minutes, and action summaries for leadership meetings.
• Prepare reports, presentations, and dashboards for internal and board audiences.

·      Maintain Foundation information on the website and leadership portals.

EDUCATION & EXPERIENCE

·      Associate or bachelor’s degree in business, communications, or related field preferred.

·      1–3 years of experience in nonprofit, governance, administrative, or operational support.

·      Experience supporting senior leadership, boards, or committees preferred.

·      Knowledge of nonprofit governance principles, board operations, and regulatory compliance preferred.

·      Experience with CRM, donor management, AMS, or governance management systems preferred.

·      Proficiency with Microsoft 365 applications, including Teams, SharePoint, Excel, Word, PowerPoint, and Outlook.