Operations & Engagement Specialist

Position Summary

The Operations & Engagement Specialist ensures the smooth operation and positive guest experience at Headwaters at the Comal, a 16-acre nature-oriented community space and education center, owned and operated by New Braunfels Utilities. Reporting to the Managing Director, this position oversees all aspects of facility operations and guest experience, while managing complex projects that support the organization’s mission. The Operations & Engagement Specialist is responsible for facilitating and managing the planning and delivery of meetings, educational programs, and events. In addition to front-office management, responsibilities include general operations including daily financial processes and administrative tasks to include managing the membership program, donor database, and assisting with grant submissions and reporting. Strong coordination with the Education Program and Conservation Program Specialists and partner educators is required to develop and implement ongoing educational programs and volunteer opportunities to support the operations of the facility.

Essential Duties & Responsibilities

Headwaters Center Operations

• Provide leadership and oversight for operational and administrative activities to ensure efficient day-to-day management of the Headwaters at the Comal.
• Develop, implement, and manage policies, procedures, and systems that support effective site operations, high-quality visitor experiences, and long-term sustainability of facilities.
• Direct all financial management, including program strategy, budget development, monthly reviews, financial reporting, and coordination with leadership and accounting for audits.
• Coordinate and manage all events and facility bookings, overseeing scheduling, logistics, and execution for meetings, educational programs, and community events.
• Oversee vendor and contractor relationships, including procurement, negotiations, service agreements, and facility maintenance.
• Serve as the primary liaison with visitors, partners, New Braunfels Utilities departments, and community stakeholders, building relationships that support growth, innovation, and engagement.
  
  

Community & Stakeholder Engagement

• Lead membership, donor, and grants management, including CRM data integrity, grant administration, annual appeals, and donor engagement strategies in collaboration with the Managing Director.
• Develop and track engagement metrics to evaluate success, participation, and outcomes, reporting regularly to leadership and the Board.
• Serve as a visible representative of Headwaters at the Comal, cultivating strong relationships with community partners, vendors, volunteers, and visitors, and representing the organization at events, meetings, and public presentations.
• Collaborate with the Communications team to manage outreach platforms, including social media, newsletters, and marketing content, ensuring consistent and effective messaging.
• Advance community awareness and support by fostering meaningful connections that strengthen Headwaters’ mission and long-term sustainability.
  
  

General Operations & Administrative Responsibilities

• Acts as the operations lead including maintaining calendar, financial reporting, and use of relevant software for customer relationship management.
• Assist in facilitation of Headwaters at the Comal board meetings, including scheduling, and administration of on-line board management system.
• Manage donor data and records within the developed policies and procedures.
• Manage contracts and process invoices.
• Maintain databases and systems.
• Support marketing and communications, as needed.
  
  

Formal Education And Work Experience Requirements

Degree/Diploma Obtained: Bachelors

Work Experience Time Frame: Three Years or More

Field of Study: Business, Public Administration, Finance, or related field

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Other Minimum Qualifications

• A self-starter capable of managing and shifting between high level projects and the mechanics of efficient administrative work.
• Ability to work flexible hours, including nights and weekends, for onsite meetings and events
• Strong relationship building and problem-solving skills.
• Ability to manage and accomplish multiple tasks with minimal direction.
• Strong oral and written communication skills with proven record of attention to detail and meeting deadlines.
• Enjoys building and operationalizing new systems to support organization and facility success.
• Confident in interacting with guests and stakeholders
  
  

Preferred Qualifications

• Experience with customer relationship management system and financial management tools.
• Experience working with local nonprofits, government agencies, or community organizations is a plus.
• Bilingual is a plus.
  
  

Other Software Knowledge

• Experience with CRM systems
• Familiarity with design software (e.g. Canva, Adobe Illustrator)
• Experience managing communications tools (e.g. websites, e-newsletter programs, Instagram, Facebook, etc)
• Experience with project management tools (e.g. Smartsheets)