We’re hiring!

 
 

Would you like to join our team?

Part-time Administration Coordinator:

The Beatrix Farrand Garden Association (BFGA) is seeking an organized, professional, and detail-oriented Part-Time Administration Coordinator (AC) to provide administrative support including records and database management, other technology needs such as social media/website marketing and general administrative assistance. 

The successful candidate will be comfortable managing multiple priorities, working both independently and cooperatively, communicating professionally with a wide range of people, and maintaining accurate and confidential records. 

The role is intended as a regular position as an employee of the Association and is based at the Beatrix Farrand Garden at Bellefield (BFGA) which is on the grounds of, and works in partnership with, the Franklin Delano Roosevelt National Park (NPS). 

This position plays an important role in keeping BFGA’s operations and Board activities organized and effective in support of its mission to maintain and preserve this historic 1912 Garden and the legacy of Beatrix Farrand. More information on “Our Story” may be found at www.beatrixfarrandgarden.org.

There will be a 3- month trial period, beginning at the date of hiring.

2. Skills Required:

Skills Required: Database management (including preference for experience in fundraising/marketing software) and the ability to learn new platforms quickly; Word processing (Microsoft Word, Google Documents, Google Files, Excel); familiarity with social media/website maintenance and marketing; highly proficient in English language and standard grammar; strong organizational skills and attention to detail, and, ability to work independently/meet deadlines/and, manage multiple responsibilities. Candidate must be capable of working in a 2nd story office environment with no elevator.

Team Player, excellent communication skills and problem solver working with our small non-profit staff team, Board and NPS Partners and supporting marketing efforts, public programs, volunteer programs, special events, and general operating of the organization.

3. Scope of Work

The AC will provide support including, but not limited to, the following duties:

Records, Database and Technology Work

  • Maintain and update distribution databases and organizational contact lists

  • Enter/verify/and, update information for Board/organization members/sponsors/donors/other stakeholders such as public officials and vendors.

  • Identify and correct duplicate, outdated, or incomplete records. Ensure records are accurate, current, accessible, and appropriately maintained

  • Be well-versed in Google filing, Excel spreadsheet use, and capability to learn efficient use of Little Green Light donor management system, event reservation system such as Viewcy or Eventbrite and website Squarespace.

  • Troubleshoot problems, and assist Board/staff as needed including providing ideas/feedback for strengthening and enriching the use of the website/CRM/Google filing/any systems that would improve efficiency and effectiveness.

  • Build and maintain the SquareSpace or SquareSpace-connected online shop as needed.

  • Post all events on the community online calendars per the promotional spreadsheet.

  • Manage social media and website content with staff input

  • Create regular analytics/data spreadsheet reports on website/social media/and, any digital mailings

Administration Work

  • Provide direct administrative support to the Executive Director and Director of Horticulture & Interpretation.

  • Assist with meeting preparation/follow-up/scheduling/communications/registrations including managing hybrid meeting technology.

  • Assist the Board in ensuring constituents/colleagues/volunteers are welcomed/oriented/supported in phone/digital/in-person contacts, with courtesy and respect.

  • Obtain/upload/edit all program/event/marketing materials into the appropriate Google files including all photos/bios/ blurbs/invoices.

  • Process/record/upload invoices for gardening work/community programs/marketing/administrative efforts and confirm payment by ED. 

  • Prepare draft grant submittals, specifically invoices and data collection, as required in each grant administration guidelines.

  • Proofread materials as requested by ED or Dir of Horticulture before materials are printed or sent.

  • Issue digital reminders/thank you emails for community programming/special events attendees.

  • Continually add names with details to database, e.g. after community programming/special events/membership drives/new donors. This includes collection and appropriate responses to all messages in two mailboxes, Info@ and Hello@bfgahydepark.org, 

  • Once a month, merge all duplicates within the LGL database.

  • Coordinate volunteer assistance in posting marketing materials at area libraries and shops or do so independently.

  • Keep on-site and off-site marketing materials stocked. 

  • Attend Board meetings as requested.

  • Report weekly to ED. 

Training

  • AC will receive orientation training in all systems, within normal office work hours.

Organizational Support

Additional support duties may include:

  • Communicating with volunteers via email and text as needed

  • Assisting with special programming events and donor events such as the Design Lecture and open garden /tour events as requested.

  • Serving as an additional welcoming presence in the garden when needed.

4. Work Schedule

This is a 12- month, part-time position.

Time Commitment: An average of 15 hours per week with a flexible office/home schedule arranged in coordination with the Executive Director. Some different hours may be occasionally scheduled if needed and mutually agreed upon.

5. Compensation

The Administration Coordinator will be compensated at the rate of:

$25.00 per hour, paid monthly.

AC will keep a coded time sheet. Payment will be made based on submitted and approved hours worked.

6. Supervision

The AC will report to the Executive Director. 

The AC’s weekly hours will include a required weekly staff meeting, approximately one hour, at a mutually agreed schedule with the rest of the staff, for the purpose of familiarity, coordination, and efficiency of staff-wide work.

7. Safety and Conduct

The AC will be required to:

  • Follow all NPS, garden and office safety practices

  • Treat volunteers/staff/visitors with professionalism and respect

  • Represent the organization positively while working with the public

8. To Apply

Interested candidates should submit a resume and cover letter by email no later than Oct. 30, 2026 to: 

Pamela Brown, Executive Director, Beatrix Farrand Garden Association pamela@bfgahydepark.org

For more information about the Beatrix Farrand Garden Association, visit: www.beatrixfarrandgarden.org