AWI Operations and Engagement Coordinator

Paul Smith's College; Paul Smiths (NY); On-site; USD 57,000 - 70,000; Full time

Job summary

Paul Smith’s College is seeking an Operations and Engagement Coordinator to provide administrative, operational, and communications support to the Adirondack Watershed Institute (AWI). The role ensures efficient day-to-day operations while advancing AWI’s mission through outreach, publications, and marketing materials.

The position requires coordinating internal/external events, maintaining records, and supporting grant reporting.

Qualifications

• Associate’s degree or equivalent coursework in communications, marketing, public relations, business administration, environmental studies, or a related field; or equivalent combination of education and experience.
• One to three years of experience in administrative support, communications, marketing, office management, grant writing, fundraising, and/or related work.
• Strong computer proficiency, including Microsoft Office Suite, Google Workspace, and Dropbox.
• Experience managing social media platforms and creating digital communications content.
• Strong written, verbal, organizational, and interpersonal communication skills.

Responsibilities

• Track and maintain organization-wide performance metrics, data, reporting systems, and administrative records.
• Manage organizational contact databases, mailing lists, donor records, and general correspondence.
• Establish and maintain grant writing, fundraising, and reporting calendars, assisting with grant proposals and serving as a liaison to the college’s grant office.
• Coordinate office operations, including purchasing, inventory management, vendor and facility relationships, filing systems, and administrative procedures.
• Coordinate scheduling and logistics for internal and external meetings, events, workshops, and organizational activities, including calendars, materials, registrations, and follow-up communications.
• Assist with development and implementation of AWI's communications plans, calendars, and outreach strategies.
• Create, schedule, and manage content across social media, email marketing, newsletters, websites, blogs, and other communications platforms.
• Draft, edit, format, and design reports, publications, presentations, newsletters, promotional materials, and other organizational communications.

Skills

Administrative support

Communications

Team collaboration

Attention to detail

Project coordination

Education

Associate’s degree or equivalent coursework

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Google Workspace

Dropbox

Social media platforms

Website CMS

Email marketing software

Graphic design platforms

Job description

Position: Operations and Engagement Coordinator

Status: Regular, Full-time, Exempt

Department: Adirondack Watershed Institute (AWI)

Reports to: Executive Director

Salary: $63,600.00/year

Description

The Operations and Engagement Coordinator provides administrative, operational, and communications support to the Adirondack Watershed Institute (AWI). This position helps ensure efficient day-to-day operations while supporting organizational communications, outreach, and engagement efforts. The role is responsible for maintaining organizational systems and records, coordinating communications and development efforts, coordinating internal and external events, and assisting with the production of publications, reports, digital content, and marketing materials that advance AWI’s mission.

Duties & Responsibilities

• Track and maintain organization-wide performance metrics, data, reporting systems, and administrative records.
• Manage organizational contact databases, mailing lists, donor records, and general correspondence.
• Establish and maintain grant writing, fundraising, and reporting calendars, assisting with grant proposals and serving as a liaison to the college’s grant office.
• Coordinate office operations, including purchasing, inventory management, vendor and facility relationships, filing systems, and administrative procedures.
• Coordinate scheduling and logistics for internal and external meetings, events, workshops, and organizational activities, including calendars, materials, registrations, and follow-up communications.
• Assist with development and implementation of AWI's communications plans, calendars, and outreach strategies.
• Create, schedule, and manage content across social media, email marketing, newsletters, websites, blogs, and other communications platforms.
• Draft, edit, format, and design reports, publications, presentations, newsletters, promotional materials, and other organizational communications.
• Maintain and update website content, digital resources, and communications materials to ensure accuracy and consistency.
• Represent AWI as needed at campus, community, and other public-facing events including staffing information tables.
• Coordinate and organize AWI’s collection of program updates, stories, photos, and impact metrics to support communications, fundraising, grant reporting, annual reporting, and other organizational reporting needs.
• Provide administrative and operational support to AWI leadership and staff, including project coordination and special initiatives.
• Perform other duties as assigned by the Executive Director.

Qualifications

• Associate’s degree or equivalent coursework in communications, marketing, public relations, business administration, environmental studies, or a related field; or equivalent combination of education and experience.
• One to three years of experience in administrative support, communications, marketing, office management, grant writing, fundraising, and/or related work.
• Strong computer proficiency, including Microsoft Office Suite, Google Workspace, and Dropbox.
• Experience managing social media platforms and creating digital communications content.
• Strong written, verbal, organizational, and interpersonal communication skills.
• Excellent attention to detail and ability to manage multiple projects and deadlines simultaneously.
• Ability to work independently and collaboratively in a team environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work with a broad range of diverse individuals and groups to form a safe, welcoming, and inclusive team and community.
• Occasional evening or weekend work may be required for events or special projects.

Preferred

• Bachelor’s degree in communications, marketing, public relations, business administration, environmental science, or a related field.
• Experience with graphic design platforms.
• Experience with website content management systems.
• Experience with email marketing software.
• Familiarity with nonprofit and environmental organizations.
• Experience with database management.
• Experience with fundraising activities, including grant writing and reporting.

Physical Requirements

Environmental Conditions

• Work is consistently performed in an indoor office setting with normal temperature ranges for the season.
• Traditional noise of a busy office setting can be expected.
• Working spaces may be crowded based on traffic and space configuration.

Lifting and Carrying

• Ability to regularly lift up to10 lbs.
• Frequent lifting and carrying of light to moderate office equipment (laptop or meeting materials) weight items.

Mobility

• Prolonged sitting majority of the workday to complete responsibilities.
• Ability to bend, stoop, and kneel to pick up items as necessary.
• Ability to travel throughout campus to engage in meetings and/or presentations.

Dexterity and Hand-Eye Coordination

• Manual dexterity for handling small office-related objects.
• Fine motor skills for work performed on laptop.

Sensory Requirements

• Good vision, including color vision if required, with corrective lenses as necessary.
• Good hearing with assistive devices as necessary.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements.