Foundation Operations Coordinator

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

• Bachelor's degree or equivalent professional experience 

• 2+ years of experience in the nonprofit sector 

• 2+ years of experience with a nonprofit CRM platform such as Raiser's Edge, Salesforce, Haku, DonorPerfect, or Classy 

• Demonstrated ability to manage multiple projects simultaneously and work both collaboratively and independently 

• Strong written and verbal communication skills, with experience drafting donor correspondence, professional communications, or grant-related materials 

• Exceptional organizational skills and attention to detail 

• Comfortable working in a lean team environment with a high degree of autonomy 

• Comfortable with AI tools and capable of integrating them into day-to-day workflows 

• Familiarity with the NYC and/or Connecticut philanthropic landscape a plus 

• Foundation staff may be required to attend events and programs in Manhattan, Stamford, CT, and Brooklyn. This position is required in-person at Chelsea Piers venues 5 days/week. Some nights/weekends required.