Job Description
About the Chelsea Piers Foundation
The Chelsea Piers Foundation, a 501(c)3 organization, strives to empower young people through youth sports. The Foundation works in partnership with Chelsea Piers, New York City's premier sports and entertainment complex. Through sport-based youth development programming, scholarship funding, and community partnerships, the Foundation provides access to world-class athletic facilities and programming for underserved youth across New York City and Stamford, CT.
About the Opportunity
The Foundation Operations Coordinator is a critical member of the Chelsea Piers Foundation team, responsible for supporting the day-to-day administrative, fundraising, and programmatic operations that keep the Foundation running efficiently. Reporting directly to the Executive Director, this role spans donor stewardship, scholarship administration, event coordination, and vendor and financial management. The ideal candidate is a highly organized, mission-driven professional who thrives in a lean, fast-paced nonprofit environment and can manage multiple workstreams with minimal oversight.
As the Foundation Operations Coordinator, you will be expected to:
Scholarship Program Administration
Administer the Foundation's online scholarship application platform (WizeHive), processing all incoming applications and organizing materials for review.
Generate budget estimates and compile application data to support scholarship award decisions
Send application receipts, award letters, and post-session surveys to applicants and recipients
Coordinate with venue and registration offices to estimate tuition costs and determine scholarship subsidy amounts; review and verify application paperwork for completeness and accuracy
Serve as the frontline point of contact for all scholarship inquiries from applicants, families, and partner organizations
Event Coordination & Fundraising Support
Serve as main contact for all crowdfunding around endurance events (NYC Marathon, etc.)
Assist with event logistics for a minimum of three annual fundraising events, including the Foundation Gala, Sail Into Summer, and the Stamford, CT event
Coordinate mass email campaigns and donor mailings in support of each event
Support the Executive Director on event strategy, fundraising initiatives, and sponsor cultivation and stewardship
Manage event timelines, vendor relationships, and day-of logistics to ensure seamless execution
Donor Stewardship & Gift Processing
Draft, personalize, and send weekly tax acknowledgment letters to donors; manage elevated volume during peak gift months.
Maintain accurate donor records and gift data in the Foundation's CRM system, ensuring timely and accurate acknowledgment of all contributions
Support donor communications and outreach as directed by the Executive Director
Financial & Vendor Administration
Submit, track, and reconcile all accounts payable requests and fulfillments in coordination with the Foundation Controller
Own end-to-end administrative processes for corporate vendor and sponsorship agreements, including onboarding paperwork, invoice development, and payment tracking
Coordinate monthly financial reporting with the Foundation Controller covering both revenue and expenses
Support data collection and documentation for the Foundation's annual audit
Marketing & Communications
Update marketing materials, grant requests, and public-facing collateral on a quarterly and semi-annual basis
Assist in drafting donor-facing communications, sponsorship decks, and program impact reports as needed
Board & Governance Support
Provide administrative support for routine Board of Directors and committee meetings, including scheduling, agenda preparation, materials compilation, and recording of meeting minutes
Other duties as assigned
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