Site Operations and Program Administrator

Who We Are: The Wyckoff House & Association comprises the Wyckoff House Museum and Wyckoff Association. As the Wyckoff House Museum, we preserve, interpret, and operate New York’s oldest building and the surrounding one-and-a-half acres of park and urban farm space. Through innovative educational and farm-based programs, we build cultural and agricultural connections within our community, emphasizing immigration, family, food, and community through history.

Position Responsibilities: What You’ll Do

Provide Administrative and Development Support to Leadership Team (35%)

• Improve systems for task and project management
• Support development efforts: manage grants calendar, deadlines, applications, and reports
• Maintain donor database and track outreach (Little Green Light)
• Assist with communications: social media, e-blast (Mailchimp), events (Eventbrite), website (WordPress), and design (Canva)
• Oversee gift shop operations: inventory, POS (Square), and online sales
• Manage invoices, payments, and payroll (QuickBooks Online, Gusto)
• Coordinate board meetings and communications
• Respond to general inquiries via email and phone
• Participate in weekly staff meetings and regular check-ins

Manage School Group and Rental Bookings and Support Educational Programs (40%)

• Collaborate with the Executive Director to promote and manage seasonal rentals, including inquiries, site visits, agreements, invoicing, and renter/staff communication
• Serve as primary contact for rental clients; support and train event staff
• Manage school, camp, and group bookings (Explorable Places); handle communications, invoicing, payments, and facilitator scheduling
• Support program logistics and staffing, including timesheet approval
• Assist at large-scale seasonal museum events, often on weekends

Coordinate Site and Facilities Operations (25%)

• Manage daily office operations, including supplies and purchases
• Act as primary contact for on-site operations; coordinate with ED to address facilities issues and repairs (in collaboration with NYC Parks)
• Oversee cleaning contractors and track site maintenance needs
• Troubleshoot infrastructure issues (WiFi, printer, equipment) and coordinate vendor support as needed

Qualifications: Who You are and Keys to Success

To be successful in this job you possess these four qualities:

• Extraordinarily organized and detail-oriented: You use systems to prioritize and complete tasks efficiently, follow through consistently, and quickly learn new technologies.
• Communicative and Collaborative: You communicate well with others, including sharing context and asking questions to understand others’ perspectives. You organize and share information effectively. You listen closely to understand needs or concerns and take steps based on that input. You get back to people in a timely manner. You seek out and are able to hear, reflect, act on, and learn from feedback.
• Adaptability, Problem Solving and Resilience: You are always ready to take advantage of unexpected opportunities and address obstacles. You adapt to the evolving needs of the organization and think several steps ahead to develop solutions. You look for the root of both simple and complex problems. You bounce back from setbacks, turning hurdles into learning opportunities.
• Proactive and Possibility-Oriented: You take initiative, seek input, and drive work to completion. You adapt to change with a “yes” mindset, believe in growth through challenge, and stay optimistic—focusing on how things can work.

What Else you Should Know:

This is a part-time, hourly position based onsite at the Wyckoff House Museum in Brooklyn, starting at 28 hours per week. Availability is required for at least three weekday mornings (Tuesday–Friday) from October to June, and for weekend hours during events and rentals, primarily in the summer. The starting pay ranges from $25 to $28 per hour.