Job Opportunities

Join our versatile and hardworking team

Headquartered in the Graham Visitors Center at beautiful Washington Park Arboretum, the Arboretum Foundation is an exciting place to work. One of Seattle’s oldest non-profit organizations, the Foundation is staffed by a small group of dynamic, hard-working individuals who are passionate about our mission to preserve and enhance the crown jewel of the city’s park system. 

Operations Coordinator

Position Description

The Operations Coordinator is a full-time, onsite, nonexempt hourly position, working a Tuesday through Saturday schedule. This position provides critical support to maintain a smoothly functioning gift shop and administrative office, and plays a key role in Foundation events. The successful candidate is someone able to take on a wide variety of tasks to keep an office running, who enjoys interacting with patrons. The organization’s growth will provide natural opportunities to learn and grow and the successful candidate is one who can remain flexible and adaptable with regards to work assignments.

Reports to: Operations Manager
Works closely with: Executive Director, Volunteer Programs Manager, Assistant Director of Finance, Advancement Team

Key Responsibilities: Operations (60%)

  • Serve as primary phone-answerer and manager of Arboretum Foundation main email account during regular office hours.
  • On Saturdays, serve as primary building contact for shop and building issues, including volunteer, custodial, and emergency response.
  • Develop, implement, and maintain systems and strategies for the efficient operation of the office. Mail handling (open, sort, and distribute); maintain check log; track and purchase office supplies; organize and maintain tidy office environment; create and maintain electronic (shared) and paper office files; maintain staff phone list and emergency contact information; maintain password list.
  • With Operations Manager, provide desktop computer support for Arboretum Foundation Staff. Serve as backup for maintaining network, computers and server; communicate with IT contractor in order to fix larger issues beyond the skill of office staff.
  • Provide back-up to Gift Shop including occasional opening, closing, entering new inventory, and maintaining/troubleshooting the computer system, and working with the gift shop volunteer team.
  • Oversee office equipment and relationships with outside vendors, including phones, fax, broadband line, and photocopier. Lead research and sourcing of new office equipment and service providers.
  • Oversee coordination of job applicants for future job postings including responding to applicants, organizing application materials, and scheduling interviews.
  • Work with City and the University of Washington staff on issues concerning the Graham Visitors Center including maintenance, cleaning, scheduling, storage, emergency contacts and preparedness and other functions related to the building.

Key Responsibilities: Finance and Accounting Support (25%)

  • Manage desktop bank deposits and prepare weekly gift shop reconciliation.
  • Manage office-related lines of the budget; assist with annual audit reconciliation and documentation.
  • Manage Square online sales account for shop and plant sales, and Japanese Garden and Arboretum events.
  • Support finance team by processing all data related to income from plant sales.
  • Other duties as assigned.

Key Responsibilities: Meetings and Events (15%)

  • Manage calendar and communication of Board meetings including overseeing -meeting tech and Zoom link setup.
  • Create and maintain Foundation calendars and room scheduling.
  • Serve as member of the Events team for fundraising, membership and public events as assigned.
  • Together with the Volunteer Manager, train teams of volunteers for events.

Compensation, Benefits, Hours

  • Compensation ranges between $24–27/hour depending on experience.
  • Benefits include medical and dental insurance, vacation and sick leave, 11 paid holidays, employer-matched SIMPLE retirement plan, and office location in the beautiful Washington Park Arboretum.
  • Position is full-time (40+ hours/week); ability to work some flexible hours, including regularly scheduled Tuesday to Saturday core schedule, plus occasional evening and weekend events.

Desired Skills

  • Excellent computer skills, specifically MS Office products (Excel, Word, PowerPoint), Adobe Suite, and donor management software (Raiser’s Edge preferred).
  • Ability to thrive and work effectively as part of a small team in a fast-paced and rapidly growing program, with limited instruction.
  • Strong attention to detail and accuracy, the ability to prioritize and organize multiple projects, meet deadlines, problem-solve and multi-task.
  • Excellent written and verbal communications skills.
  • Ability to build rapport with donors, volunteers, and the public with diplomacy, discretion, and customer-service orientation.
  • Motivated self-starter who wants to become an expert on non profit organization.
  • Interest in gardening, horticulture and/or the environment, open space is preferred.
  • Ability to lift up to 40 lbs.

Desired Experience

  • Bachelor’s or associate degree, or three to five years of equivalent experience.
  • Experience working in a non-profit setting preferred.

How to Apply

Screening will begin on Tuesday, January 9, 2024. Applications will be accepted until the position is filled. Finalists will be required to complete an Excel skills test. Desired start date February 7, 2024.

Submit electronic resume and cover letter to: Cover letters are mandatory for consideration—please remember to include a cover letter with your application.

Please no phone calls.

stone bench along tree-lined pathway
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