Operations & Administrative Coordinator
Operations & Administrative Coordinator
Downtown Rochester is where our community gathers - to experience incredible food, connect at events, explore local businesses, enjoy public art, and spend time together in vibrant public spaces.
Behind all of that activity is a small but passionate team working to make Downtown welcoming, exciting, and economically strong.
The Rochester Downtown Alliance (RDA) is seeking an Operations & Administrative Coordinator to help power the systems, organization, and internal operations that make this work possible.
This role is perfect for someone who enjoys building structure, keeping projects moving forward, and helping a team operate at its best. If you’re someone who loves solving problems, creating order, and contributing to meaningful community work, this could be a great fit!
About the Rochester Downtown Alliance
The Rochester Downtown Alliance works to create a vibrant, welcoming, and thriving Downtown for residents, businesses, workers, and visitors alike.
Through events, marketing, public space enhancements, and strong partnerships with local businesses and community organizations, we help shape Downtown Rochester as a place people want to visit, work, and spend time.
Our team is collaborative, creative, and deeply committed to our community. Every project we take on, from major events to beautification efforts, is designed to strengthen Downtown and support the people who make it special.
About the Role
The Operations & Administrative Coordinator plays a critical role in supporting the day-to-day operations and long-term success of the Rochester Downtown Alliance.
This position helps ensure that projects move smoothly from idea to execution by coordinating internal systems, financial tracking, board administration, and organizational processes.
You will work closely with the Executive Director and the broader RDA team to keep operations organized, efficient, and accountable, helping free up leadership time for strategic initiatives that move Downtown forward.
This is a highly collaborative and detail-oriented role that supports a small but mighty team of four and touches nearly every aspect of the organization’s work. We’re looking for someone who is organized, proactive, positive, and adaptable - someone who enjoys helping others succeed and isn’t afraid to jump in where needed.
This role could be a great fit for someone interested in nonprofit management, civic leadership, events, or urban development. It may also appeal to someone returning to the workforce or seeking meaningful work that contributes to the Rochester community.
Both full-time and part-time candidates will be considered, with an expected workload of approximately 30–40 hours per week.
Key Responsibilities
Organizational Operations
Help maintain the systems and infrastructure that keep the organization running smoothly.
Responsibilities include:
- Overseeing day-to-day office operations and administrative workflows
- Developing and maintaining internal procedures, documentation, and organizational systems
- Managing key organizational calendars including compliance, reporting, and board deadlines
- Maintaining insurance documentation, and compliance records
- Supporting organizational technology systems and software subscriptions (CRM, accounting platforms, project tools, website)
- Assisting with onboarding new team members
- Maintaining the organization’s stakeholder database
- Coordinating logistics for stakeholder meetings, committees, and outreach initiatives
- Researching best practices from peer organizations and suggesting improvements to internal processes
Financial Coordination
Support the financial organization and transparency of the RDA.
Responsibilities include:
- Coordinating with the bookkeeper/accountant on accounts payable, receivable, and credit card reconciliation
- Tracking expenses against approved budgets
- Assisting with annual budget development and mid-year forecasting
- Supporting financial documentation for audits and reporting
- Monitoring grant compliance requirements and reporting schedules
Help ensure strong governance and communication with the RDA Board of Directors.
Responsibilities include:
- Preparing board and committee meeting materials
- Drafting and maintaining meeting minutes
- Tracking board action items and follow-ups
- Maintaining governance records and compliance documentation
- Coordinating committee meetings and related documentation
Provide operational and logistical support across RDA programs and initiatives.
Responsibilities include:
- Assisting with logistics for Downtown events, programs, and public space initiatives
- Supporting grant documentation and reporting for marketing and placemaking initiatives
- Helping develop internal dashboards and performance tracking tools
- Updating quarterly foot traffic reports and key district data
- Supporting the Executive Director with scheduling, meeting coordination, and research projects
- Tracking key performance indicators (KPIs) and producing organizational reports
Required
- Strong organizational and project management skills
- Experience coordinating budgets, invoices, or financial tracking
- High attention to detail and strong follow-through
- Strong written and verbal communication skills
- Proficiency with Microsoft Office
- Willingness and ability to quickly learn new digital platforms (Zoom, CRM systems, Monday, Placer.ai, etc.)
- Ability to manage multiple projects simultaneously
- Willingness to occasionally work evenings or weekends as needed
- Ability to lift up to 50 pounds
- 2+ years of experience in operations, administration, nonprofit management, municipal support, or a related field
- Experience working within a nonprofit, improvement district, municipality, or membership-based organization
- Familiarity with accounting software such as QuickBooks
- Experience working with CRM systems or data tracking tools
We value candidates who:
- Think in systems and enjoy creating organization and clarity
- Anticipate needs before they become problems
- Take ownership of details and follow through
- Remain calm and solutions-focused when managing multiple priorities
- Are self-motivated and collaborative
- Bring curiosity, empathy, and creativity to their work
- Are excited to help strengthen Downtown Rochester
Reports to: Executive Director
Works closely with:
Marketing & Communications Coordinator
Events & Programs Coordinator
Public Spaces Coordinator
Bookkeeper
Classification: Full-time (part-time candidates will also be considered), on-site position based in Downtown Rochester.
Salary Range: $42,000 – $49,000 annually
FTE Benefits Include:
- Health insurance (70% paid by RDA)
- Disability insurance
- Retirement plan with 3% match after one year
- Paid holidays (8 days annually)
- Paid vacation
- 10 days in Year 1
- 15 days in Years 2–3
- 20 days beginning in Year 4
Downtowns thrive when great ideas are backed by strong systems and thoughtful leadership. At RDA, we believe the behind-the-scenes work matters just as much as the visible experiences people enjoy every day Downtown. If you enjoy creating structure, supporting meaningful community work, and helping a team operate at its best, we would love to hear from you.
Submit your resume and a brief note about why this role interests you to sfagan@downtownrochestermn.com .
A Quick Note to Applicants
We know that great candidates come from many different backgrounds and experiences. If you’re excited about this role but don’t meet every qualification listed above, we still encourage you to apply.
In your application, we also invite you to briefly share one idea you might have for improving organizational systems, operations, or collaboration within a small team like RDA’s. It doesn’t have to be complex, we’re simply interested in how you think about improving processes and supporting a team’s work.
