Office Manager & Volunteer Coordinator

Location: 2650 Washington Boulevard, Suite 202, Ogden, UT 84401
Job Type: Full-Time, Exempt
Compensation: $41,000-46,000 annual salary range + bonus eligible

About Us

The Ogden Downtown Alliance (ODA) is a 501(c)(3) nonprofit organization committed to increasing economic vitality and community vibrancy throughout Ogden’s Central Business District. We support local commerce through placemaking, destination marketing, focused community programming, and events. We create and promote a dynamic epicenter for arts, entertainment, and cultural experiences in downtown Ogden.

The ODA is seeking a highly organized, people-focused, and proactive Office Manager & Volunteer Coordinator to join our team. This position plays a critical role in supporting organizational leadership, managing day-to-day office operations, overseeing administrative systems, and leading ODA’s volunteer engagement efforts.

This role supports the overall mission of the organization and many of Ogden’s beloved and award-winning community events, including Farmers Market Ogden, Historic 25th Street Car Show, Ogden Arts Festival, and Harvest Moon Celebration.

Position Summary

The Office Manager & Volunteer Coordinator serves as the administrative hub of the organization, managing the systems, processes, and documentation that support effective leadership, organizational operations, and volunteer engagement while helping ensure the successful execution of ODA programs and events.

Working closely with the Executive Director and staff, this position manages the administrative systems, documentation, and workflows that support efficient organizational operations, effective leadership, and a high level of service across the organization. The Office Manager & Volunteer Coordinator also leads volunteer engagement efforts across ODA programs and events, fostering positive volunteer experiences while strengthening community partnerships and civic involvement.

This is an ideal opportunity for a mission-driven professional who enjoys a wide variety of responsibilities and thrives in a collaborative, community-focused environment. The successful candidate is a proactive self-starter who takes initiative, manages competing priorities with minimal supervision, and demonstrates a commitment to continuous improvement. They will be expected to develop, implement, document, and refine administrative systems and operational processes while helping train staff on new procedures that improve organizational efficiency and consistency.

Key Responsibilities

1. Executive Assistant & Board Support (35%)

– Serve as the primary administrative support for the Executive Director and organizational leadership, ensuring priorities, deadlines, and projects remain organized and on track

– Manage executive calendars, scheduling, meeting logistics, travel arrangements, and appointment coordination

– Coordinate all board and committee meetings, including scheduling, agenda development, board packet preparation, meeting logistics, minute-taking, and follow-up on action items

– Prepare correspondence, reports, presentations, and organizational documents on behalf of leadership

– Maintain confidential records and sensitive organizational information with discretion and professionalism

– Coordinate leadership communications and ensure timely follow-up on requests, approvals, and organizational priorities

– Manage organizational filing systems, document retention, and administrative workflows to support efficient operations

– Support strategic initiatives and special projects by coordinating timelines, documentation, and cross-department communication

– Help ensure consistent communication and administrative coordination across departments, staff, and the Board of Directors

2. Office Management & Organizational Administration (35%)

– Manage the day-to-day operations of the ODA office, ensuring a welcoming, organized, and efficient workplace

– Serve as the primary point of contact for office visitors, incoming calls, email inquiries, mail, and general administrative communications

– Coordinate office vendors, equipment, technology, supplies, facility needs, and service contracts

– Maintain administrative systems, digital records, databases, filing systems, and organizational documentation to ensure accuracy and accessibility

– Manage financial documentation, including expense tracking, deposits, invoices, purchasing records, and other bookkeeping support in coordination with leadership

– Coordinate employee onboarding documentation, personnel records, payroll information, PTO tracking, and other human resources administrative processes

– Maintain contracts, permits, insurance policies, licenses, compliance records, and organizational reporting deadlines

– Administer project management, CRM, and other operational systems to support organizational efficiency

– Develop, maintain, and improve office procedures, administrative workflows, and documentation systems to support organizational effectiveness

– Ensure administrative timelines, documentation, and compliance requirements are completed accurately and on schedule

3. Event Support & Volunteer Management (30%)

– Lead volunteer recruitment, onboarding, scheduling, communication, retention, and recognition efforts for ODA programs and events

– Develop and maintain volunteer databases, records, schedules, waivers, training materials, and tracking systems

– Coordinate volunteer assignments and staffing needs in collaboration with the events team to ensure successful event operations

– Serve as the primary point of contact for volunteers before, during, and after events

– Coordinate volunteer orientation, training, appreciation initiatives, and ongoing engagement efforts to foster a positive volunteer experience

– Cultivate relationships with community organizations, schools, businesses, and civic groups to expand volunteer recruitment and community involvement

– Prepare and distribute volunteer communications, schedules, event guides, and operational information

– Track volunteer participation, service hours, and program metrics while supporting reporting and program evaluation

– Provide on-site administrative and operational support during ODA events, including volunteer coordination, customer service, vendor assistance, registration, check-in, wayfinding, and attendee support

– Represent the Ogden Downtown Alliance professionally while supporting community engagement initiatives and delivering exceptional experiences for volunteers, partners, and event attendees

– Attend evening meetings, weekend events, and other organizational activities as needed

Qualifications

– Associate’s or Bachelor’s degree in business administration, nonprofit management, communications, or a related field, or equivalent professional experience

– 2+ years of experience in office administration, office management, executive assistant support, volunteer coordination, or related roles

– Experience coordinating volunteers, events, or community programs preferred

– Experience with bookkeeping, budgeting, or financial tracking preferred

– Familiarity with human resources processes and nonprofit operations is a plus

– Bilingual in English and Spanish is a plus

– Proficiency in Google Workspace and comfort learning new systems and technologies

– Strong written and verbal communication skills

– Exceptional organizational skills with strong attention to detail

– Ability to manage multiple priorities and meet deadlines in a dynamic environment

– Self-motivated with the ability to work both independently and collaboratively

– Passion for community development and supporting local businesses

Key Attributes

– Exceptionally organized with a love for systems, details, and keeping things running smoothly

– Proactive and resourceful—you anticipate needs and solve problems independently

– People-first communicator who is friendly, professional, and confident working with staff, volunteers, and the public

– Strong relationship-builder who enjoys creating positive volunteer and community experiences

– Trustworthy and dependable, especially when handling sensitive information and finances

– Adaptable and calm under pressure, able to shift gears quickly during busy event seasons

– Team-oriented and community-minded, with a genuine enthusiasm for supporting local businesses and downtown Ogden

Reporting Structure

– Reports to the Executive Director

Working Conditions & Physical Requirements

This position operates primarily in an office setting with seasonal outdoor event work.

– Work is performed in an office environment with periodic exposure to outdoor conditions, crowds, and event-related noise

– Ability to sit or stand for extended periods and perform computer-based work

– Must be able to move throughout event sites and stand/walk for extended periods during events

– May occasionally lift and move items up to 50 pounds

– Must be comfortable interacting with the public, including in high-energy or occasionally stressful situations

– Ability to communicate clearly in person, in writing, and by phone

– Must have reliable transportation and a valid driver’s license

Schedule & Work Expectations

ODA offers a flexible and collaborative work environment. This role includes:

– A full-time exempt schedule, generally averaging 40 hours per week

– Primarily weekday in-office hours during public open hours, with seasonal schedule adjustments to support evening and weekend events

– Availability to work additional event hours and extended schedules during peak times of year

– Attendance at select events and evening meetings outside of normal business hours

– A flexible schedule that may vary based on organizational and event needs

Benefits

– Employer-paid health, dental, and vision insurance

– Generous PTO and Paid holidays

– Flexible work environment

– Supportive, collaborative team culture

– Opportunities for professional growth and skill development

– Direct engagement with Ogden’s downtown business and creative community

Additional Information

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties or responsibilities. Duties may change at any time with or without notice.

Employment with the Ogden Downtown Alliance is at-will, meaning that either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable laws.

The Ogden Downtown Alliance is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, or any other protected status under applicable federal, state, or local laws. Ogden Downtown Alliance is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. If reasonable accommodation is needed to perform these job duties and participate in the interview process, please contact us at director@ogdendowntown.com. 

How to Apply

Thank you for your interest in joining the Ogden Downtown Alliance! To be considered for this role, please complete the application form which includes a short questionnaire and prepare your cover letter and resume to upload as a single PDF document before submitting.

Your cover letter should specifically address the following:

1. Why you are interested in this position and working for the Ogden Downtown Alliance

2. Your connection to Ogden

3. Your previous experience that will allow you to succeed in this role

APPLY HERE  -  https://forms.gle/tVyPZZXDTg1d5jLx6

Application Deadline: Monday, August 16, 2026, at 11:59 p.m.

Applications received by the deadline will receive full consideration. The position will remain open until filled, and the Ogden Downtown Alliance reserves the right to begin reviewing applications and scheduling interviews before the deadline.

For questions or assistance with this application process, please email director@ogdendowntown.com.