Administrative Coordinator

About Us
The Arts & Recreation Foundation of Overland Park (ARFOP) supports and enhances the cultural, recreational, and artistic experiences that make Overland Park a vibrant community. We fundraise, advocate, and manage programs that benefit beloved community assets such as the Overland Park Arboretum & Botanical Gardens, Deanna Rose Children’s Farmstead, and the city’s arts programs. We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This position plays a key role in ensuring efficient daily operations, accurate data management, and exceptional customer service to donors, members, and community partners.  

Responsibilities

• Receive, code, and upload invoices and deposits for processing by the bookkeeper.
• Update and maintain donor and membership records in the DonorPerfect database.
• Upload membership reports from the City of Overland Park into DonorPerfect.
• Send membership renewal reminders and manage related communications.
• Assist with management and tracking of commemorative gifts, ensuring accurate recordkeeping and timely acknowledgements.
• Schedule meetings and prepare materials for board and committee meetings, including meeting packets.
• Prepare donation acknowledgement letters.
• Answer incoming phone calls and provide professional, front-line customer service.
• Order office supplies and maintain office equipment.
• Assist with planning and executing fundraising events as needed.
• Run reports and queries from the donor database as needed.
• Take minutes at board and committee meetings as requested.
• Respond to general email inquiries in a timely and professional manner.
• Assist the Community Engagement Manager with the ShowClix ticketing platform and ticket sales.
• Perform other administrative duties as assigned to support organizational goals.

• High school diploma required; some college coursework preferred.
• Minimum of 2 years of administrative experience, preferably in a nonprofit setting.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Outstanding customer service and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with DonorPerfect or a similar donor database preferred.
• Ability to manage multiple priorities and meet deadlines.
• Ability to lift up to 30 pounds.
• Availability to work occasional evenings and weekends for special events.
• Position is onsite in Overland Park. 

• Annual salary: $45,000–$50,000, commensurate with experience.
• Benefits include:
  • Two weeks of paid vacation per year
  • Nine paid holidays
  • Monthly phone allowance
  • Mileage reimbursement

Please submit a resume and cover letter to careers@artsandrec-op.org.