What are the responsibilities and job description for the Development and Operations Coordinator position at TheHiveCareers?
Job Title: Development & Operations Coordinator
Purpose of Role (Operations)
The coordinator will support the administrative, logistical and operational systems of the organization. This role will handle key day-to-day functions that ensure the organization to run smoothly while freeing up the Operations Manager to focus on strategic planning, cross-team coordination and enhance organizational efficiency.
Responsibilities to be Delegated
1. Manage projects such as the Annual Report, overseeing Memorandum of
Understanding (MOU) processes, and interfacing with the social media marketing team on media communication plans
2. Review existing policies and support the development of clear, sustainable frameworks that guide long-term organizational practices
3. Provide logistical support for the planning and execution of external events
4. Support external stakeholders related to programmatic execution, i.e., logistics, etc.
5. Support Scholarship process by drafting Terms of Grant (TOG), coordinating fund disbursement with the Executive Administrative Assistant, and communicating with donors on interview scheduling and candidate selection
6. Manage website content updates
7. Assist in collecting, analyzing, and reporting website and social media performance metrics on a monthly basis
8. Coordinate with board meeting logistical and technological needs
9. Support the tracking and organization of key documents, such as MOUs and TOGs to ensure they are up-to-date, properly logged, and easily accessible
10. Create meeting schedules and coordinate calendars to ensure all stakeholders are informed and prepared
Strategic Value
The coordinator will minimize the need for daily project oversight, allowing the Operations Manager to concentrate on strategic initiatives such as policy/process development and the Choose A Cause website redesign - advancing both operational excellence and long-term organizational growth.
This shift also strengthens cross-functional team support and enables focused efforts on mission-driven strategic priorities.
In the first 30 days, the coordinator will:
Purpose of Role (Operations)
The coordinator will support the administrative, logistical and operational systems of the organization. This role will handle key day-to-day functions that ensure the organization to run smoothly while freeing up the Operations Manager to focus on strategic planning, cross-team coordination and enhance organizational efficiency.
Responsibilities to be Delegated
1. Manage projects such as the Annual Report, overseeing Memorandum of
Understanding (MOU) processes, and interfacing with the social media marketing team on media communication plans
2. Review existing policies and support the development of clear, sustainable frameworks that guide long-term organizational practices
3. Provide logistical support for the planning and execution of external events
4. Support external stakeholders related to programmatic execution, i.e., logistics, etc.
5. Support Scholarship process by drafting Terms of Grant (TOG), coordinating fund disbursement with the Executive Administrative Assistant, and communicating with donors on interview scheduling and candidate selection
6. Manage website content updates
7. Assist in collecting, analyzing, and reporting website and social media performance metrics on a monthly basis
8. Coordinate with board meeting logistical and technological needs
9. Support the tracking and organization of key documents, such as MOUs and TOGs to ensure they are up-to-date, properly logged, and easily accessible
10. Create meeting schedules and coordinate calendars to ensure all stakeholders are informed and prepared
Strategic Value
The coordinator will minimize the need for daily project oversight, allowing the Operations Manager to concentrate on strategic initiatives such as policy/process development and the Choose A Cause website redesign - advancing both operational excellence and long-term organizational growth.
This shift also strengthens cross-functional team support and enables focused efforts on mission-driven strategic priorities.
In the first 30 days, the coordinator will:
- Review organizational policies, processes, and manuals to understand workflows
- Gain an overview of current and upcoming projects, including key deadlines
- Familiarize with shared drive structures and document organization
- Attend project meetings to observe workflows and communication styles
- Identify key stakeholders and track project deliverables
- Begin supporting daily project activities under guidance, moving toward independently managing initiatives such as the Annual Report, Choose A Cause, and social media communications
- Complete training on NeonCRM, Mailchimp, and website
- Manage projects such as the Annual Report, oversee MOU processes, and work with the social media team on communication plans
- Review and help develop sustainable organizational policies, processes, and manuals
- Provide logistical support for external events, programmatic initiatives, and the facilitation of scholarships
- Manage website content updates and report on website and social media metrics monthly
- Coordinate logistics and technology for board meetings as needed
- Maintain and organize key documents such as MOUs
- Schedule and coordinate meetings to keep stakeholders informed and prepared
- Alignment with expectations: Deliverables meet established objectives, standards, and formats
- Timeliness: Outputs are delivered on schedule, allowing time for review and revision
- Checklist: Prioritized checklist of daily tasks utilizing Trello dashboard to organize tasks with deadlines and status updates across department