Administrative Coordinator Position (part-time)

Written By Guest User

About Hey Neighbor

At Hey Neighbor, we believe vibrant neighborhoods are built on strong relationships, inclusive engagement, and a shared commitment to positive change. We build connection and belonging across neighborhoods in the Pikes Peak region, and we invite people into community through our Neighborhood Gatherings, Neighborhood University, and Neighborhood Leaders programs. Our team is made up of hopeful dreamers and relationship builders who believe that strong neighborhoods change everything. We lead with joy, value collaboration, and show up with courage and care for one another.

We are seeking an Administrative and Operations Coordinator who serves as the steady, organized backbone of our work. This person is the glue that keeps systems moving, people connected, and details handled, allowing the rest of the team to focus on community building.

Role Overview

This role is best described as our second brain and connective tissue.

You will manage communication flow, track details, hold deadlines, maintain systems, and proactively anticipate needs. You will support the Executive Director and entire team by keeping the trains running smoothly, tying up loose ends, organizing information, and ensuring no task is lost in the shuffle.

This is not a visionary or program design role. This position exists to ground the vision through exceptional execution. You will be empowered to take ownership of daily operations and to remind, organize, follow up, and resolve issues independently. 

Position Details

  • Title: Administrative and Operations Coordinator

  • Status: Part-time employee

  • Hours: Approximately 5 hours per week (option to increase with time)

  • Pay range: $25 to $30 per hour, depending on experience

  • Location: Hybrid, with some on-site support for meetings or events as needed

  • Reports to: Executive Director

  • Supports: Executive Director and the full Hey Neighbor team

Key Responsibilities

Communications and Frontline Support

  • Manage the information@heyneighbor inbox and phone messages

  • Draft and respond to routine emails in a professional and friendly tone

  • Route communication to the correct staff when needed

  • Maintain contact lists from events and outreach efforts

Scheduling and Accountability

  • Manage calendars, meeting scheduling, and reminders

  • Track deadlines across the team, including newsletters, story submissions, social posts, invoices, and materials orders

  • Proactively follow up to ensure tasks are completed on time

  • Provide reminders and accountability support to leadership and staff

Data and CRM Management

  • Enter and maintain constituent data in the CRM database

  • Clean lists and ensure accuracy across platforms

  • Manage newsletter signup flows and troubleshoot technical issues

  • Track event attendance and import contacts

Systems and Operations Support

  • Ensure printing, materials, and supplies are stocked and ready for events

  • Troubleshoot small operational issues, including printers, integrations, and digital tools

  • Coordinate billing tasks

  • Maintain document organization across Google Workspace

Content and Light Design Support

  • Format newsletters and event communications

  • Edit and distribute invites for Neighborhood Cafes and gatherings

  • Make light updates to the website

  • Create simple graphics or posts in Canva

  • Schedule approved social media posts

Event and Program Support

  • Assist with logistics for team meetings and some events

  • Support communication follow-up after events

  • Organize and facilitate neighborhood gathering rental items and block party permit system. 

Who You Are

You are a calm, steady, detail-loving organizer who brings grounded energy into creative spaces.

You are not overwhelmed by complexity or moving parts. You enjoy problem-solving, systems, lists, follow-ups, reminders, and closing loops. You naturally think ahead and see what needs to happen next before someone asks.

You thrive as the operational partner to big-hearted visionaries and relationship builders, turning ideas into timelines and action.

You are comfortable reminding people of commitments and holding deadlines with warmth and clarity. You communicate directly and efficiently with teammates and warmly with neighbors, partners, and community members.

Core Qualities We Are Looking For

  • Highly organized and naturally proactive

  • Task-oriented with strong follow-through

  • Detail-focused with excellent accuracy

  • Comfortable working independently and problem-solving

  • Confident in holding accountability for deadlines

  • Warm and relational with the public

  • Direct and efficient with coworkers

  • Tech-savvy and able to self-teach platforms

Skills Needed

Must Have

  • Calendar and inbox management experience

  • Proficiency with Google Workspace

  • CRM or database management experience (we currently use Little Green Light)

  • Canva or basic digital design ability

  • Social media scheduling tools

  • Event logistics coordination

  • Strong phone and email communication skills

  • Invoicing or basic financial administrative tasks

  • Strong research and information organization skills

Ideal Bonus Skills

  • Experience in nonprofit or mission-focused organizations

  • Grant or fundraising support background

  • Website editing experience

Work Style and Expectations

  • Participate in weekly team meetings

  • Communicate as needed through email and text

  • After onboarding, operate with minimal oversight and proactively identify what needs to be done.

  • Take ownership of assigned systems and workflows

Culture and Values Fit

At Hey Neighbor, culture matters.

We are looking for someone who:

  • Leads with joy

  • Values authentic community building

  • Is collaborative and generous with teammates

  • Is humble, curious, and open to feedback

  • Shows up with care and courage

This role is designed to be steady long-term, with the opportunity to grow into a higher-level operations or communications position as the organization expands.

What Success Looks Like

When this role is working beautifully, our team says:

“They always know just what we need and have it ready before we even know to ask for it! They make us feel fully supported so we can focus on making the biggest impact for our community”.

How to Apply

Please submit:

  • A resume

  • A brief cover letter describing why this role and our mission speak to you

Send materials to: Kelly Bull, kelly@heyneighbors.org


Guest User