Nonprofit Operations Support Coordinator (Smartsheet, donor mgt, tech skills, NLP, CRM)

Nonprofit Operations Support Coordinator

HER Foundation | Remote | Part-Time Contract

About the Role

The HER (Hyperemesis Education and Research) Foundation is seeking a detail-oriented and reliable Operations Support Coordinator to provide essential administrative, operational, and executive support across the organization. This contract position serves as a key support role, ensuring smooth day-to-day operations, effective cross-departmental communication, and high-quality operational and administrative assistance to leadership, programs, volunteers, community partners and board activities. The ideal candidate is a proactive professional who excels at managing multiple priorities, completing tasks independently, and improving processes in a mission-driven environment.

Key Responsibilities

Executive & Leadership Support

• Provide operational and administrative support to the Directors, Leadership team members, and Board
• Schedule and coordinate board meetings, leadership meetings, and internal communications
• Prepare agendas, presentations, and meeting support materials
• Take accurate meeting notes and track action items through to completion

Operations & Administrative Support

• Serve as central operational coordinator across departments to support management in facilitating team communications, and collaborations
• Manage calendars, scheduling, task tracking, and follow-ups
• Assist in maintaining processes, systems, workflows, data collection, automations and the practice of continuous improvement
• Draft, format, and polish documents, finalized contracts, reports, and professional communications
• Support communications of policy and process change updates

Program & Community Support

• Assist in the coordination of virtual support group sessions, including scheduling, technical setup, and basic troubleshooting
• Assist and support of volunteers onboarding tasks, training schedules, and volunteer communications
• Assist Department and Program Leads with various program logistics and ongoing coordination

Communications & Data Support

• Assist with monitoring and the triage of general inquiries, emails, phone calls, surveys and received forms
• Maintain accurate records and documentation in CRM platforms and support basic donor communications
• Ensure timely and professional responses to stakeholders, volunteers, community partners and clients
• Assist in supporting data collection processes

Qualifications

Required

• Bachelor's Degree
• 4+ years of administrative, operations, and/or executive management support experience (nonprofit experience preferred)
• Exceptional organizational skills and attention to detail
• Proven ability to manage multiple priorities, meet deadlines and complete tasks independently with minimal supervision
• Professional demeanor and comfort interacting with executives, board members, volunteers, donors, and community members
• Strong written and verbal communication skills
• Proficiency with Google Workspace, Zoom, and Microsoft office tools
• Comfort in learning independent platforms and applications
• Comfort using AI tools (eg, ChatGPT, Claude) to draft and streamline work (Agentic Ai and/or NLP knowledge/experience is a plus)
• Ability to be flexible, take initiative, and adapt to changing tasks in a growing fast paced environment

Preferred

• Experience supporting a nonprofit 501(c)(3) operations, programs, board and/or executive management
• Familiarity with CRM systems, management tools (Smartsheet, Trello), and Canva
• Background in healthcare, patient advocacy, or nonprofit organizations
• Experience and/or deep Interest in women’s health or maternal health issues
• Candidate residence in the state of Oregon

Position Details

• Remote Part-time contract (approximately 10-20 hours per week)
• Starting compensation based on education and experience ($19-25/hour)
• Initial contract through 12/31/2026
• Opportunity for extension and increased hours based on performance and organizational needs
• Opportunity of growth for highly motivated individuals

How to Apply

Please submit the following to apply@hyperemesis.org:

• Resume
• Cover letter that addresses:
• Relevant administrative/operations experience
• Experience working for a nonprofit
• How you have utilized AI tools to improve efficiency
• How you are able to improve efficiency of a process or operation
• Why you are interested in supporting the HER Foundation’s mission specifically
• Optional: Portfolio of work done solely by you that demonstrates your skills

Please note:

Applications will be reviewed on a rolling basis and only candidates who best match the position will be contacted due to application volume.

Pay: $19.00 - $25.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• What tech platforms are you proficient in?

Language:

• English (Required)

Work Location: Remote