Operations and Event Coordinator

Highlands, North Carolina  | 
Macon County

Position Title: Operations and Event Coordinator
Position Type: Full-time permanent position with a robust benefits package
Salary: $45,000 - $48,000; Commensurate with experience
Position Location: Highlands, NC
Target Start Date: Flexible, with target start date by August 16, 2024

Reporting Relationship: This position reports directly to the HBF Executive Director



The Highlands Biological Foundation (HBF) is a 501(c)(3) non-profit in Highlands, North Carolina that is dedicated to stimulating, promoting, and funding biological research and education in the southern Appalachians.  HBF offers a wide array of place-based programs, primarily through the Highlands Nature Center and an adjacent Botanical Garden that together host more than 10,000 visitors annually. The Nature Center and Garden are part of the Highlands Biological Station, a multi-campus center of Western Carolina University.

HBF is seeking an Operations and Event Coordinator to provide year-round administrative, operational, and customer support tasks and workflows. As an integral part of a small, collaborative team, the O&E Coordinator manages and organizes customer communication, digital ticketing/point of sale, and registration processes and workflows for the Foundation’s educational programming and special events.

Additionally, the O&E Coordinator supports the Foundation by maintaining up-to-date calendars and databases, managing all aspects of HBF’s marketing and media presence, and supporting donor events and communications.  This position is the team’s primary point of contact for internal and external communications and requires effective communication skills and maintaining a general knowledge of special events and programming.


This position is full-time, permanent, and will include some evenings and weekends during the high season of late spring to early fall. Because most of the public outreach component in this seasonal town occurs in the summer, flexibility is a must.



  • Health, Vision, and Dental Insurance paid 100% by organization for employee and 50% for dependents
  • Life Insurance
  • IRA match up to 3%
  • Flexible PTO
  • Professional development opportunities
  • HBF can offer assistance in finding local housing


General Responsibilities & Duties:

  • Manage general office tasks such as answering phone calls, responding to emails, and ordering supplies
  • Support camp and educational programs by managing rosters, collecting payments, and communicating with participant families
  • Monitor and maintain organizational websites and shared databases to make sure that all information is correct, up-to-date, and easy to reference
  • Manage all aspects of HBF’s marketing and media presence including copy and content creation
  • Assist ED with creating, maintaining, and implementing departmental policies and procedures
  • Collect data and run reports for program evaluations, participant surveys, and historical program data
  • Work cooperatively with staff, volunteers, and HBS staff to support engaging and effective programming and events
  • Manage digital ticketing and point of sale workflows by tracking and completing payments and refunds, updating participant data, and facilitating communication between internal and external customers
  • Manage facilities work requests and maintenance needs for Nature Center, offices, and other physical spaces

The above-listed duties are general statements of required major duties and responsibilities performed on a regular and continuous basis. They do not exclude other duties as assigned.


Requirements and Skills:

Education: High school diploma or equivalent.  College degree preferred.


  • At least three years experience working in administrative support/customer service
  • Strong computer skills, including proficiency in Google Applications and Microsoft Office
  • Experience working with QuickBooks, NEON or CRM/POS platforms, and CANVA or other graphic design platforms
  • Dealing effectively with the public
  • Working independently and as a team member
  • Excellent written and verbal communication skill
  • Experience working in an educational or non-profit environment is preferred


Physical Requirements:

  • Sedentary work – may involve sitting most of the time but may involve walking/standing/traveling for periods of time
  • Typical ability to collect and analyze numerical and written data and verbal information to reach logical conclusions; ability to determine the time, place and sequence of operations and actions
  • Constant ability to ready, record, or type/enter data quickly and accurately



Environmental/Working Conditions:

  • Ability to work under and handle stress in an appropriate manner is required
  • May be exposed to high, medium, or low noise intensity
  • Affinity for nature and animals is preferred
  • Exposure to fluctuations in temperatures, extreme heat, and/or outdoor conditions may be required
  • May be required to work holidays, weekends, and occasional after-hours events

Other qualifications:

Applicants must be U.S. citizens and must have a vehicle and valid driver’s license as some travel is required for this position (mileage reimbursements provided). Applicants must successfully pass a background check.

Salary and Benefits
  • Salary: $45,000 - $48,000; Commensurate with experience
  • Health, Vision, and Dental Insurance paid 100% by organization for employee and 50% for dependents
  • Life Insurance
  • IRA match up to 3%
  • Flexible PTO
  • Professional development opportunities
  • HBF can offer assistance in finding local housing