Pitney Meadows Community Farm, Inc. Administrative Coordinator Saratoga Springs, NY · Part time Company website

Apply for Administrative Coordinator

The Administrative Coordinator manages and tracks business details related to human resources, compliance, and program systems that support Pitney Meadows Community Farm programs and team. The ideal candidate is well-organized, tech-savvy, able to multitask, and enjoys working in a lively, passionate, community-based organization. The candidate must demonstrate the ability to work independently, take initiative in targeting tasks, and propose solutions.

This part-time role reports to the Executive Director and supports the Food for All program lead. This position also works directly with other staff and is an integral part of the Pitney Meadows team. The position is located on the farm during the in-season and remote off-season.

Responsibilities: 

• Receive all daily incoming correspondence, including mail, phone, and general email accounts, routing to the appropriate person as needed, or responding with a customer service forward response
• Provide administrative support to programs and events as needed, including registrations, invoicing, scheduling, data management, and correspondence
• Own and organize shared Google Drive for staff and board ease of use, user authorizations, document retention, and version control.
• On and offboard employees in management system (Gusto), and board members on the shared drive
• Manage open roles including promotion via job boards in collaboration with hiring managers
• Keep staff organized via shared calendar for event notifications and reminders, vehicle coordination, celebrations and birthdays, etc
• Manage annual policy renewals including board trainings, staff first aid & CPR, code of conduct, conflict of interest, employee handbook
• Maintain key organizational documentation and annual renewals with state and federal agencies, insurance companies, subscriptions, and associations
• Participate in staff meetings, planning, and other working sessions as needed
• Manage the physical office space, ensuring the security of cash and sensitive files, and maintaining office and campus supplies
• Maintain digital and paper records for the organization and provide such records upon request
• Support Food for All program with administrative and grant-required record-keeping, participant outreach for registration and program participation, and regular partner communications during program season

Qualifications: 

• Relevant experience in office management, preferably nonprofit administration
• Proficient in Microsoft Word, Excel, and Google Drive Workspace 
• Some experience with CRM database software preferred
• Ability to work independently with minimal supervision
• Ability to multitask, prioritize, and manage multiple deadlines and projects simultaneously, with consistent attention to detail
• Good written and interpersonal skills
• Strong work ethic with a positive and motivated attitude 
• Understanding and interest in the mission of Pitney Meadows Community Farm and willingness to share that with visitors to the farm

Benefits:

At Pitney Meadows Community Farm, we value the well-being and engagement of our team members. As part of our commitment to supporting a healthy and thriving workforce, we offer a comprehensive benefits package that includes:

Health and well-being:

• Access to individual health, dental, and vision coverage at a reduced rate, ensuring that our team members have the support they need to maintain their well-being.
• Access to the Adirondack Employee Assistance Program.

Summer CSA Share:

• Enjoy the harvest of your hard work with a complimentary summer CSA share. 

Participation in Farm Events:

• Embrace the spirit of community and camaraderie by participating in farm events at no cost on your time-off. Whether it's educational workshops, community gatherings, or seasonal celebrations, we encourage our team members to be an integral part of the farm's vibrant activities.

Flexible Work Environment:

• Recognizing the importance of work-life balance, we offer a flexible work environment that accommodates the needs of our team members.

Terms and Compensation: 

This is a part-time, 20 hours per week, yearly position.

This position is hourly, rates varies DOE $19-21/hr

To apply: If you are interested in applying for the Administrative Coordinator role, please submit a cover letter and resume via this portal. Applications will be accepted and evaluated on a rolling basis. Any questions regarding this position can be sent to the Brooke McConnell, Executive Director, at [email protected] 

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Pitney Meadows Community Farm (Pitney Meadows) maintains a policy of non-discrimination with all employees and applicants for employment. All aspects of employment are based on merit, competence, and qualifications. It is the policy of Pitney Meadows in recruiting, hiring, training, and promoting employees to select the best qualified individuals without regard to age, race, color, national origin, marital status, gender (including gender identity and transgender), religion, sexual orientation, military status, genetic information, disability, domestic violence victim status, familial status or any other characteristic protected by law.