4-H Foundation Administrative and Events Coordinator

Support opportunities for Duval County youth

Put your organizational, bookkeeping, and event coordination skills to work supporting local youth. The Duval County 4-H Foundation raises private funds to support the educational aims of the Duval County 4-H Program. In this role, you will help keep Foundation operations organized, maintain accurate financial records, connect with donors, and coordinate events that support that mission.

You will work under the direction of the Foundation Board of Directors and County Extension Director, collaborating with 4-H staff, board committees, volunteers, the Foundation Treasurer, and a contracted accountant. The Foundation Personnel Committee conducts an annual performance evaluation.

Position Description:

Office and board support

• Coordinate meeting schedules, notices, agendas, materials, and minutes for Foundation board and committee meetings; maintain the calendar of Foundation and related 4-H activities.
• Maintain organized files, membership records, office supplies, and standard operating procedures; participate in 4-H team and Extension staff meetings.
• Coordinate 4-H van reservations, maintenance, driver approvals, and insurance records.
• Participate in training and perform other duties that support the Foundation’s mission.

Financial administration

• Maintain accurate QuickBooks records, process invoices and payments, coordinate deposits, and manage financial records and quarterly reports for Foundation-supported 4-H club accounts.
• Reconcile six bank accounts monthly and submit reconciliations and supporting documents to the County Extension Director and 4-H Agent for review and approval.
• Work with the Treasurer and Finance Committee to develop the annual budget, prepare financial reports, and monitor expenditures against approved allocations.
• Coordinate annual reporting, tax documentation, Form 990 paperwork, and Sunbiz registration with the contracted accountant, Treasurer, UF, and relevant staff.
• Maintain required payment approvals and authorized banking access; support grant applications, administration, and expenditure tracking.

Fundraising and event coordination

• Coordinate planning and delivery of the Annual Dinner and Auction, Clay Shoot, annual membership meeting, and other Foundation events in partnership with the Fundraising Committee, board members, and volunteers.
• Arrange venues, catering, entertainment, supplies, signage, registration materials, and volunteer assignments; coordinate auction items, sponsorships, and participant recognition.
• Support board members in sponsor outreach and ticket sales; staff Foundation information tables at community and Extension events.

Donor relations and communications

• Maintain donor and endowment records; prepare timely acknowledgments, annual donor letters, membership solicitations, and recognition materials.
• Build and maintain relationships with donors, sponsors, businesses, and community partners through personal outreach and written communications.
• Produce and distribute the quarterly Benefactor Newsletter; create promotional materials and coordinate event promotion through available digital, print, and community channels.

Required qualifications

• High school diploma and at least three years of office experience.
• Strong organizational and time management skills, attention to detail, and the ability to prioritize multiple responsibilities and work independently.
• Excellent written, verbal, and interpersonal communication skills.

Preferred qualifications

• Experience with 4-H or related youth development, nonprofit, volunteer, or community organizations.
• Experience supporting bookkeeping, donor communications, fundraising, or event coordination.

No benefits.