Operations Coordinator

Pensacola, FL

Operations Coordinator

Job Title: Operations Coordinator 

Classification: Full Time    

Reports to: Executive Director

Organization: Studer Community Institute 

Created/Revised: November 2026

About the Organization

Studer Community Institute (SCI) is a 501(c)(3) nonprofit dedicated to improving quality of life for all people in the communities we serve. Through Building Brains, we help families give children a strong start, and through Building Jobs, we support entrepreneurs, leaders, and organizations as they grow.

Why Join Our Team

· Supportive, mission-driven team culture · Downtown Pensacola office and flexible scheduling · Full benefits package, including PTO, health, dental, and vision · Ongoing training and a real commitment to your personal and professional growth

Learn more at studeri.org.

The Role

The Operations Coordinator is a key member of the Studer Community Institute team, helping ensure the organization operates efficiently, accurately, and effectively behind the scenes.

This position brings together data and systems, financial and administrative support, grants, Board coordination, communications, and events. The Coordinator works across the organization with staff, leadership, the Board, vendors, funders, and community partners to keep information organized, deadlines on track, and day-to-day operations moving forward.

The ideal candidate is highly organized, detail-oriented, proactive, resourceful, and comfortable managing multiple priorities. This person should enjoy creating order, solving problems, improving processes, and being the person others can count on to get things done.

 Primary Responsibilities

1. Data, Database & Website Management (30%)

  • Manage SCI's donor database (Bloomerang), including data integrity, gift records, acknowledgments, reporting, staff support, and system functionality.
  • Collect, analyze, and report data to support organizational decision-making.
  • Generate reports, dashboards, and other information for leadership and stakeholders.
  • Manage website (WordPress) content and functionality, ensuring information is accurate, current, and accessible.
  • Coordinate with web hosts and outside vendors on website updates, maintenance, and technical issues.
  • Evaluate database and website needs, upgrades, and vendor services.

2. Communications & Event Data Management (25%)

  • Coordinate electronic communications, email marketing (Constant Contact), invitations, reminders, and event-related communications.
  • Manage event registration, ticketing, donations, and related functions on event platforms.
  • Maintain accurate attendee, ticket, sponsor, and donor information.
  • Provide planning, logistical, technology, and on-site support for SCI events.
  • Assist with event setup, check-in, transactions, and other event needs.
  • Complete post-event reconciliation, reporting, acknowledgments, and follow-up.

3. Grant Management & Revenue Support (15%)

  • Research funding opportunities and maintain an organized grant prospect pipeline and calendar.
  • Coordinate grant applications with the Executive Director and Program Directors, ensuring complete and timely submissions.
  • Track grant agreements, requirements, deadlines, and reporting obligations.
  • Coordinate grant reporting and maintain accurate documentation.
  • Support established grant revenue goals and funder relationships.

 4. Finance & Administrative Support (10%)

  • Assist with organizational and program budgets, expense tracking, and financial reporting.
  • Process and track invoices, bills, payments, donations, ticket purchases, and other revenue in coordination with the finance team.
  • Maintain accurate financial and supporting documentation and assist with reconciliation.
  • Identify opportunities to improve administrative processes, efficiency, and cost savings.

5. Organizational Support & Process Improvement (10%)

  • Work collaboratively across departments to support organizational priorities and day-to-day operations.
  • Maintain organized, accurate, and accessible records and information.
  • Annually update donor-facing material, including stewardship letters, sponsor contracts, organization annual report.
  • Identify opportunities to streamline processes, improve systems, and increase organizational efficiency.
  • Manage multiple projects and deadlines while responding to changing organizational needs.

6. Executive Director & Board Support (10%)

  • Provide administrative support to the Executive Director related to Board of Directors activities and organizational governance.
  • Maintain and organize Board policies, governance documents, records, and related materials.
  • Assist with reviewing, updating, formatting, and editing Board policies and materials.
  • Prepare Board packets, agendas, reports, and supporting materials at the direction of the Executive Director.
  • Compile and organize information needed for Board meetings.

Physical Requirements and Work Environment

This position primarily involves office-based work and computer use. The employee must be able to communicate effectively in person, by phone, and electronically. The role may require extended periods of sitting, standing, walking, and working at a computer.

Occasionally, the position may require lifting, carrying, or moving materials and supplies weighing up to 25 pounds, including event materials, boxes, and program supplies. The employee may also assist with event setup, breakdown, and other organizational activities that require standing or walking for extended periods.

 WHAT SUCCESS LOOKS LIKE

In this role, success means:

  • Information is accurate and accessible.
  • Deadlines and commitments are met.
  • Financial and administrative details are handled carefully and consistently.
  • Board, grant, and event needs are organized and prepared in advance.
  • Systems and processes work efficiently.
  • Problems are identified and addressed before they become bigger problems.
  • Staff and leadership can rely on you to follow through.

WHAT WE'RE LOOKING FOR

We are looking for someone who:

  • Is exceptionally organized and detail-oriented.
  • Can manage multiple projects, deadlines, and priorities.
  • Takes initiative and follows through without needing constant direction.
  • Is comfortable working with databases, spreadsheets, websites, and online platforms.
  • Communicates clearly and professionally with a variety of audiences.
  • Handles confidential and financial information with discretion and accuracy.
  • Enjoys finding better, simpler, and more efficient ways to get things done.
  • Works well independently while also being a collaborative team member.
  • Is adaptable and willing to jump in where needed.

Nonprofit experience is helpful; strong organizational, administrative, project management, and problem-solving skills are equally important.

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