Work at The Cooper Foundation

Operations & Events Coordinator 

PURPOSE:

Cooper Foundation is a charitable organization that provides grants and support to the Waco nonprofit community. Our mission is to make Waco, Texas a better or more desirable place to live.

The Operations & Events Coordinator serves as the operational backbone of the Foundation, managing financial processes, office operations, reception duties, oversight of the historic home housing the foundation, and providing logistical support for all foundation events. This position requires excellent organizational skills, attention to detail, financial acumen, and the ability to maintain a professional demeanor while managing multiple priorities in a dynamic environment.

RESPONSIBILITIES

FINANCIAL ADMINISTRATION & BOOKKEEPING

• Maintain accurate financial records including electronic bank registers and QuickBooks entries in accordance with accounting standards
• Monitor bank balances and prepare documentation for funds transfers
• Process accounts payable and accounts receivable, including bill and grant payments, payroll, deposits, and expense reimbursements
• Perform end-of-month financial tasks, including creation of the monthly transaction list and bank account reconciliation
• Track and reconcile credit card statements
• Maintain investment performance charts
• Assist with annual audit preparation by organizing financial documentation

OFFICE MANAGEMENT

• Maintain accuracy, integrity, and security of records in all operating systems through consistent and timely data entry
• Implement File Retention Policy for document consolidation
• Ensure adequate office and supply inventory by monitoring supplies and anticipating needs.
• Manage and recruit volunteers for various organizational tasks as needed
• Maintain compliance with all Foundation policies and update the Foundation’s Policies and Procedures Manual when appropriate, including developing new and updating existing operational processes and systems to improve overall efficiency of Foundation operations.
• Proactively address additional needs to maintain organizational excellence

HOSPITALITY & HISTORIC HOME

• Facilitate and ensure a professional, welcoming environment to those contacting the foundation by phone, email, or in-person visits and be available to assist with all inquiries about the organization and our work.
• Coordinate house reservations, provide tours, and keep house neat and organized
• Prepare Cooper House for meetings
• Ensure maintenance and upkeep of historic home; address emergency situations promptly

EVENT COORDINATION

• Coordinate all meeting logistic details to include scheduling, setup, on site support, and promotion for meetings and trainings hosted by the foundation, including capacity building (Nonprofit Network and Board Governance trainings) and Waco Leadership Forum.
• Create materials and accurate minutes for Waco Leadership Forum and other community meetings, as needed.
• Lead all set up and clean up of Foundation-hosted events.

COMMUNICATIONS & COMMUNITY ENGAGEMENT

• Ensure every task, communication, and shared data reflects a meticulous, accurate, and polished approach that upholds the foundation’s commitment to excellence, trust, and transparency.
• Attend community meetings to represent the Foundation when needed.

SUPPORT EXECUTIVE DIRECTOR

• Schedule meetings for Executive Director.
• Coordinate board meeting logistics and assist with meeting set up and clean up.

This position requires the ability to resolve issues outside of scheduled work hours as needed. Cooper Foundation values the well-being of employees, which includes a healthy balance of work and life outside of work. Schedule flexibility may be available at the discretion of the Executive Director.

THIS JOB DESCRIPTION PROVIDES A GENERAL DESCRIPTION OF THE DUTIES OF THE POSITION. IT IS NOT EXHAUSTIVE. MANAGEMENT HAS THE SOLE DISCRETION TO MODIFY THESE DUTIES BASED ON ITS REASONABLE BUSINESS JUDGEMENT AND ECONOMIC FACTORS.

A SUCCESSFUL CANDIDATE WILL HAVE:

• Bachelor’s degree, Associate’s degree, or four years of related work experience;
• Experience with MS-Office Suite and QuickBooks;
• Demonstrated interest and commitment to making Waco a better place;
• Exceptional organizational skills and attention to detail;
• Strong communication skills, both written and verbal;
• Professionalism, discretion, and diplomacy;
• Dedication to quality, accuracy, and excellence;
• The ability to relate well to a variety of people;
• The ability to be flexible and adaptable to change with an eagerness to learn;
• The ability to work independently but take direction and follow through in a timely manner;
• The ability to work on multiple projects and tasks simultaneously.

COMPENSATION: Commensurate with experience and background. Cooper Foundation pays full health coverage for full time employees. Employees are eligible for the foundation’s retirement program following the completion of one year of service in which the employee works at least 1,000 hours.

HOW TO APPLY:

Interested applicants should upload the following documents:

1. Cover letter
2. Resume
3. Three professional references, including: reference name, your relation to the reference, reference email, & reference phone number.

Click here to upload the documents.

DEADLINE: Applications accepted until the position is filled.

Finalists will be required to undergo criminal background and credit history checks.