Bike Tour Coordinator

Position Summary

The Bike Tour Coordinator is a part-time, fixed-term position (approximately November 2026 through August 2027, with potential renewal) that reports directly to the Director of Policy & Planning and plays a central role in advancing Parks & Trails New York's vision of building and encouraging the use of a statewide network of greenway trails. The position directly supports PTNY’s two multi-day bike tours, Cycle the Erie Canal and Cycle the Hudson Valley, which together welcome up to 900 riders each year. The Bike Tour Coordinator will work closely with our Bike Tour Director, an outside consultant who executes the core logistics of the ride and manages over 100 volunteers, to ensure that potential and registered riders have the information needed to fully enjoy the event and that the events advance PTNY’s mission by generating revenue, growing the rider community, and reaching new and more diverse audiences.

Detailed Responsibilities

• Manage rider registration for the annual Cycle the Erie Canal and Cycle the Hudson Valley tours in PTNY’s registration platform (currently Neon CRM) and support the transition to PTNY’s new registration interface.
• Respond to rider inquiries and send regular updates to potential and registered riders.
• Process cancellations, transfers, and rider credits, and apply rider policies such as waivers, youth riders, and accommodation requests.
• Track registration numbers and trends, report on them regularly, and support reconciliation of registration revenue with PTNY’s finance staff.
• Support tour promotion by keeping tour information on the PTNY website accurate, current, and clear, assisting with email and social media outreach to potential registrants, and representing the tours at in-person events, expos, and webinars.
• Support ride logistics and other tour elements, including pre-tour materials and supplies and coordination of PTNY staff support for ride execution.
• Coordinate the design and procurement of rider giveaways and merchandise, tracking budgets and vendor timelines.
• Work on-site for the full week of both tours, managing the pre-ride shuttle and/or registration, the mid-ride shuttle, and the finish line festival.
• Administer post-tour follow-up, including the rider survey and a brief summary of results.
• Other duties/special projects as assigned.

Accessibility

From the start date through June, work is performed predominantly in an office or remote environment and requires the ability to operate standard office equipment and keyboards. Candidates must have the ability to lift and carry parcels, packages, and other items up to [25] pounds. Starting in July, the role will require on-site attendance at the two week-long bike tours (see schedule above), including long days outdoors in variable weather and overnight tent camping.

Occasionally, candidates may be asked to cover short distances (up to 0.5 miles) or cover longer distances by bicycle or other similar device (up to ten miles). Repetitive hand motions and time spent at a computer monitor make up a significant portion of this position.

Our organization is working to be an anti-racist, safe, and inclusive organization. BIPOC (Black, Indigenous, people of color) individuals, women, immigrants, people with disabilities, people of marginalized sexual orientations or gender identities, and people with low-income backgrounds are strongly encouraged to apply. We also encourage individuals belonging to the above groups who meet some but not all of the position requirements to apply.

• This is a part-time, hourly, fixed-term position. The position will start at 20 hours per week and will increase to 35 hours per week in the weeks leading up to the two events. The position will include on-site attendance for the full weeks of both tours, inclusive of July 9 through 17 and August 2 through 7, 2027. Work will continue through the end of August, with the potential for renewing for an additional year at that time.
• This is an hourly, non-salaried position. The pay range is $25.00 to $30.00 per hour, based on experience and qualifications.
• The selected candidate will be expected to follow a set schedule including work at least three days per week. The specifics of the schedule will be determined with the position’s supervisor, the Director of Policy and Planning, upon the extension of a job offer. Occasional evening or weekend work will be required for events and expos.
• Hours worked during both tour weeks will likely be close to 12 hours per day, paid at the hourly rate for the position. Overnight time will not be paid. This time will be structured to include mornings and evenings, when riders are in camp. Any additional hours will be mutually agreed upon and will count towards flex time to be used in accordance with PTNY policy and applicable law.
• Our organization uses a hybrid in-person/remote office model. We anticipate this position working 25% of their time at our co-working office space, The Blake Annex, in downtown Albany. All PTNY employees have access to the amenities provided by The Blake. We also provide stipends for a monthly bus pass and bike share for interested employees.
• We are only considering New York State-based candidates at this time. Candidates located in the Capital Region are preferred, but other qualified candidates will be given consideration.
• During the tours, PTNY provides camping accommodations and reimbursement for all meals and travel. Camping includes a tent, air mattress, towel and chair through external “Comfy Campers” vendor. Additional approved travel to events and expos is reimbursed in accordance with PTNY travel policy.
• Tour materials, supplies, and merchandise are stored at or shipped to our office or a storage unit in the Albany area; the coordinator will help receive, organize, and pack them.
• Parks & Trails New York is committed to providing a supportive space for employees to thrive. To that end we offer:
  • Part-time employees are eligible for a pro-rated health and dental insurance immediately upon employment, plus access to vision insurance and pre-tax savings accounts for out-of-pocket health costs and dependent care expenses, with premium contributions based on a prorated rate against a base 35-hour work week, as defined by PTNY policies and applicable law.
  • Paid vacation and sick time earned on a prorated basis
  • Paid holidays on a prorated basis if the holiday falls on a regularly scheduled work day. We recognize 12 holidays a year and close our offices for the last week of the calendar year.
  • Paid professional development for staff, both in terms of continuing education and opportunities for advancement
  • All employees are covered by Social Security, Workers Compensation, NYS Disability Benefits and Unemployment Insurance.