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Office and Administrative Coordinator

Pitney Meadows Community Farm is a nonprofit organization on 160+ acres of a cherished Saratoga Springs, NY farm. Our mission is to celebrate and explore agricultural education, healthy food production and recreation through this preserved working landscape.

The Administrative Coordinator manages the data related to fundraising, communications, volunteer and community engagement, and the financial systems that support Pitney Meadow’s growing educational, outreach, and fundraising programs. The ideal candidate is well organized, tech-savvy, able to multi-task, and enjoys working in a lively and passionate community-based organization. The candidate must demonstrate an ability to work independently, to take the initiative in targeting tasks, and to propose solutions.

This 20-hour a week part- time position reports directly to the organization’s director, while working with other staff, and is an integral part of the Pitney Meadows team. The position is located at the 112 Street, Saratoga Springs, office. This is a critical job that enables the entire organization to function smoothly with potential to grow into a full-time position.


Support the financial management of the organization by processing payments, monitoring receivables, making bank deposits, and managing the security of cash and checks.

Make entries and maintain constituent/donor systems related to gifts, pledges, online donations, volunteer tracking, corporate sponsorships, program/event attendance updates, inquiries, and fundraising relationships.

Regularly draft and send acknowledgements to donors, including information relating to taxable portions of gifts.

Maintain a monthly fundraising dashboard and create fundraising and donor reports as needed by the director or board members.

Support fundraising and engagement efforts by maintaining and providing information, drafting and printing letters, managing mailings, and sending updates, solicitations and invitations.

Support programs and events with registrations, invoicing and correspondence; attend fundraising activities and events, time permitting.

Participate in staff meetings, budgeting, planning, and other working sessions as needed.

Assist the director or board members in preparation for board meetings and committee meetings.

Oversee the management of the office to ensure it is well run, including processing mail, ensuring adequate supplies pursuant to the annual budget, and overseeing technology.

Support the onboarding of new staff with tech support and office supplies.

Maintain all digital and paper records for the organization, and provide such records upon request.
Other tasks as required by this position.

Experience and Characteristics:

Ideal candidate will have 3+ years of directly relevant experience and background working with Microsoft Office Suite, donor management software (Little Green Light preference) and e-news platforms like Constant Contact or Mail Chimp.

Preference to candidates with community-based nonprofit experience.
Must possess excellent organizational skills, be a self-starter and demonstrated learner, be solution-oriented, have good time management skills, be attentive to detail and accuracy, and be able to develop appropriate systems to allow the organization to grow effectively and efficiently.

Enjoy working in a team environment, provide a positive presence for the organization, maintain good communication and listening skills, and is able to reprioritize tasks as needed.

Compensation includes:

Hourly salary range: $18 per hour commensurate with experience
Collegial work environment
Prorated paid time-off, based upon part-time status
Flexible hours
Appropriate office space, technology and communications equipment
Staff development opportunities

Open until filled.

Date posted: 4-24-19

Send cover letter and resume to jobs@pitneymeadows.org, or mail to Pitney Meadows Community Farm, 112 Spring Street, Suite 109, Saratoga Springs, NY 12866

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