Administrative and Communications Coordinator

Administrative & Communications Coordinator

Friends of Hudson Youth (FoHY)

Part-Time (Approx. 10 hours/week)

Location: Hudson, NY (Hybrid – some in-person attendance required)

About Friends of Hudson Youth

Friends of Hudson Youth is a nonprofit organization dedicated to supporting Hudson’s youth through programs, partnerships, and community fundraising efforts. We work closely with the Hudson Youth Department to enhance opportunities for recreation, leadership, and belonging for young people in our community.

Position Overview

The Administrative & Communications Coordinator provides essential organizational, communications, and administrative support to ensure smooth day-to-day operations of Friends of Hudson Youth. This role blends bookkeeping, data management, marketing coordination, and general administrative support for the board and its committees.

The ideal candidate is detail-oriented, organized, and community-minded—comfortable balancing recurring administrative tasks with creative and strategic projects throughout the year.

Key Responsibilities

Administration & Board Support

• Attend all Board and Committee meetings; take notes and track action items.
• Support the President and Committee Chairs with scheduling, agendas, and logistics (including booking meeting spaces and managing Zoom links).
• Manage links and navigation across FoHY’s digital platforms (Squarespace, Linktree).
• Serve as first point of contact for public inquiries, responding to 3–10 calls or emails per month.

Bookkeeping & Transaction Management

• Deposit and record all checks; ensure proper tracking of electronic fund transfers.
• Maintain proper categorization of revenue, expenses, and soft credits for donations.
• Collaborate annually with the accountant on tax preparation and financial reviews.

Data Management

• Maintain and clean donor and contact databases (Kindful, Mailchimp).
• Assign new contacts to appropriate groups and remove or merge duplicates.
• Ensure accurate donor records, especially during the Year-End Appeal period.

Grants & Workflow Management

• Support the team in tracking grant deadlines and deliverables.
• Help organize shared files and monitor progress toward grant-related goals.
• Maintain updated data and materials to support grant reporting.

Marketing & Communications

• Keep the website updated with current programs, funders, and announcements (updates made at least quarterly).
• Update homepage, pop-ups, and announcement bars regularly.
• Maintain a photo archive for use in communications and fundraising.
• Write and send thank-you notes (approx. 100 annually, plus 30 for special gifts).
• Create and maintain Kindful campaign pages for Year-End and other seasonal appeals.
• Prepare and send donor tax summaries and an annual thank-you letter in January.

Fundraising Support: Year-End Appeal

• Manage logistics for the mailed Year-End Appeal: order envelopes, remittance envelopes, thank-you cards, and stamps.
• Clean and prepare the database for mail merge (letters and labels).
• Organize and support a mailing event.

Qualifications

• Strong organizational and communication skills; excellent attention to detail.
• Comfort with technology and data systems (Kindful, Mailchimp, Squarespace, Google Workspace).
• Familiarity with basic bookkeeping and nonprofit financial processes.
• Ability to manage multiple priorities independently while meeting deadlines.
• Commitment to FoHY’s mission of supporting Hudson’s youth.

Schedule & Compensation

• Approximately 10 hours per week; schedule is flexible with some evening meetings.
• Hourly rate commensurate with experience ($30-$36/hour).
• Reports to: President, Friends of Hudson Youth