Operations & Programs Coordinator

We are looking for a warm, organized, and reliable Operations & Program Coordinator to join our team on a part-time basis. This role is the operational backbone of our organization, the person who keeps the behind-the-scenes running smoothly so that our programs, retreats, and offerings can be of the best value-add possible to all participants.

This is a deeply relational role as much as it is an administrative one. You will serve as a primary point of contact for prospective and current participants, vendors, and assistants of our programs, while also managing the systems, processes, and logistics that allow our retreats, workshops, and other offerings to function at their best.

• Hours: part-time role expected to average 10–25 hours per week, with fluctuations depending on program needs, retreats, and organizational priorities.

• Compensation: Hourly, commensurate with experience

• Benefits: None (part-time employee)

• Location: Fully remote; Boulder, CO applicants preferred

• Application Deadline: March 31, 2026

• Start Date: To be determined upon hire

• Perks:

  • Flexible hours: Ability to adjust working hours within a set range

  • Professional & Personal development: training, workshops, and access to our programs

  • Mentorship and networking opportunities within our Humanity Shared Community
    

KEY RESPONSIBILITIES

Administrative Support & Operations

• Maintain organizational systems and workflows to support smooth day-to-day operations

• Track tasks, deadlines, and project timelines across multiple priorities

• Assist with scheduling, calendar coordination, and logistics for programs, retreats, workshops, and organizational offerings

Website Management

• Maintain and update the organization’s Squarespace website, including program pages, event listings, bios, registrations, and forms

• Coordinate with leadership to ensure website content is current and accurate

• Troubleshoot minor website issues or coordinate with technical support when needed

• Draft blog posts in collaboration with leadership and optimize pages using SEO best practices (e.g., keywords and metadata)

Billing, Payments & Vendor Coordination

• Support billing processes including invoicing, payment tracking, and follow-up on outstanding accounts

• Manage program registration payments through payment platforms

• Track and pay vendors (e.g., retreat centers, videographers, caterers, property owners)

• Maintain organized financial records and respond to billing questions or discrepancies

• Support scholarship payments and administrative coordination

Participant Communications

• Serve as a welcoming first point of contact for prospective and current participants

• Respond to inquiries with clarity, warmth, and professionalism

• Guide participants through exploring, registering for, and preparing for programs and retreats

• Provide logistical information and maintain organized records of communications

Retreat & Workshop Planning and Coordination

• Support retreat and workshop planning, including location scouting, contract coordination, and vendor management

• Coordinate with internal team members and external partners to ensure smooth event execution

• Manage attendee logistics including transportation details, lodging assignments, and accommodation requests

• Create event registration pages and forms, and assist with promotional materials (flyers and social media content)

• Coordinate videographers and other event vendors

• Support invoicing, scholarships, post-event communication, feedback collection, and testimonial gathering

Marketing & Communications

• Assist with newsletter creation and marketing campaigns

• Contribute to social media content creation and posting

• Assist with merchandise creation, ordering, and fulfillment

Fundraising & Scholarships

• Support fiscal sponsor (BCAA) coordination and communications

• Communicate with donors, scholarship applicants, and the scholarship review committee

• Send donor thank-you notes and help gather scholarship recipient testimonials

Local In-Person Support (Boulder, CO — as applicable)

• Boulder-based team members may occasionally assist with local programming, classes, or events, including on-site coordination, setup, logistics, and participant support
  

WHO WE'RE LOOKING FOR

• Is highly organized and comfortable managing a dynamic, varied workload with shifting priorities

• Communicates clearly, kindly, and professionally with a wide range of people — from curious newcomers to returning participants

• Takes ownership of their work and follows processes reliably through to completion

• Is detail-oriented, proactive, and comfortable working independently in a remote environment

• Enjoys contributing to work that supports personal growth, healing, relational connection, and community wellbeing

• Approaches challenges clarity, vulnerability, requests, and suggestions for a path forward

REQUIRED QUALIFICATIONS

• Prior experience in a administrative, operations, or organizational support role

• Strong written communication skills, reliability, follow-through, and a high degree of personal integrity

• Experience with standard digital tools (Google Workspace or similar, basic website CMS)

• Ability to manage time and tasks independently in a remote setting

PREFERRED QUALIFICATIONS

• Based in or near Boulder, CO, with flexibility to participate in occasional in-person events

• Familiarity with retreat, wellness, coaching, or education program environments

• Experience managing or updating websites and working in billing platforms (Squarespace, Quickbooks, or similar)
  

HOW TO APPLY

To apply, please fill out the form below. Upon reviewing your application, Humanity Shared will follow up accordingly.

We look forward to hearing from you.