Purpose and Scope

The Operations Coordinator is responsible for executing and optimizing the day-to-day operations of the organization. This role ensures that WHMC runs smoothly and efficiently by developing and implementing effective systems, managing facilities, supporting teachers and facilitators, and ensuring alignment with the organization's mission. The Operations Coordinator is managed by the Executive Director and will work closely with the ED and the Guiding Teacher.

Who We Are Looking For

Strong organization and execution skills
Consistent, reliable, communicative, able to stay focused and follow through on tasks and projects
Comfortable taking direction as well as working collaboratively
Work independently and proactively while keeping the ED informed
Experience in a similar execution-focused role

Expectations

Meet weekly with the ED via Zoom to divide and plan for tasks, share updates
Able to consistently work 15 to 20 hours per week
- Most hours will be during the week, but some flexibility to work evenings and weekends is expected
Quarterly reviews with the ED to learn and grow
Physically go to the center at least weekly to manage facility responsibilities
- Safely lift around 30 lbs on your own
Track your time accurately using our time tracking software
Use your personal laptop
Proficient in Google Workspace products
- Ability and willingness to learn Bloomerang, Canva, WhatsApp, podcast editing
Be guided by the 5 precepts

Responsibilities

Facility Management

Stewardship: Act as the primary point of contact for the landlord and vendors (cleaning, landscaping, maintenance) to ensure a safe, functional, and "practice-ready" environment.

Inventory: Manage monthly restocking of facility supplies, first aid, and merchandise.

Rentals: End-to-end management of external rentals, including inquiries, contracts, and payment tracking.

Programming Coordination

Scheduling: Maintain the annual and weekly Google calendars; ensure website synchronization.

Facilitator Support: Act as the logistical liaison for teachers and facilitators regarding group coverage and session needs.

Event Logistics: Manage registration process, marketing, and logistical support for retreats and special workshops.

Communications & Digital Presence

Community Outreach: Create and manage the monthly newsletter, "info@" inbox, and WhatsApp community.

Social Media: Post regularly on social media and coordinate teacher-led content across Instagram and Facebook.

Digital Assets: Manage the website, podcast feed, and facility digital signage (TV slides).

Maintaining Our Systems

Data Integrity: Manage donor and registration records in Bloomerang and QGiv; generate monthly/quarterly reports.

Nonprofit Health: Facilitate annual insurance renewals, tax-exempt filings, and maintain profiles on Giving Matters/Candid.

Systems: Maintain the organizational Google Drive, personnel rosters, and nonprofit software licensing.

Sangha & Volunteer Engagement

Volunteer Lifecycle: Lead recruitment, onboarding, and orientation for volunteers; develop systems for recurring tasks (e.g., greeters) and checking in with volunteers.

Events: Coordinate quarterly social events (with the Party Planning Committee) and quarterly community service opportunities.

Appreciation: Implement regular donor stewardship and volunteer appreciation efforts.

Executive & Board Support

Governance: Attend and support the monthly Board meetings; support the Teacher’s Council as needed through scheduling and logistical assistance.

Fundraising: Assist the ED and contractors with fund development, donor stewardship, and grants management.

Evaluation: Support the implementation of learning and evaluation efforts.

Wild Heart Meditation Center is an equal opportunity employer. We encourage applications from people of color, members of the LGBTQIA+ community. This is an at-will employment position.

To Apply

Please submit a resume and brief cover letter to jessica@wildheartmeditationcenter.org. Include in your cover letter a brief description of your relationship to or interest in Wild Heart, your practice journey, and the experiences and qualities that demonstrate a fit for this position.