Part-Time Program Coordinator

New York Genealogical and Biographical Society; New York (NY); On-site; USD 30,000 - 34,000; Part time

Job summary

The New York Genealogical and Biographical Society seeks a dedicated Part-Time Program Coordinator to support in-person, remote, and hybrid events in New York City, with a three-day-a-week schedule 9:00 AM-5:00 PM Tuesday, Wednesday, and Thursday.

This role reports to the Manager, Programs and Events and handles logistics, speaker coordination, budgeting, event setup and registration, and post-production for program videos, with responsibilities across CRM and Zoom platforms.

Qualifications

• Excellent organizational and project management skills.
• Ability to manage several projects simultaneously and meet deadlines.
• Professional, calm and solutions-oriented approach.
• Experience managing events with online and in-person components.
• Video editing with Adobe Creative Suite and Vimeo.
• Knowledge of Zoom, Microsoft Office, Slack, and Trello; NeonCRM or similar CRM preferred.
• Strong written and verbal communication.
• Interest in genealogy, archives, libraries or cultural heritage organizations preferred.

Responsibilities

• Provide continuity and support for the Programs department and manage projects on a three-day schedule.
• Coordinate speakers, fees, honoraria and invoices for the series.
• Set up and manage events in the CRM and on the website; support related processes.
• Monitor registration emails and attendee communications for accuracy and timeliness.
• Lead post-production of program videos and prepare files for upload.
• Draft speaker agreements and manage deadlines.
• Coordinate pre-recorded sessions and Zoom recording sessions for live events.
• Assist with in-person check-in, attendee management and Q&A.
• Draft marketing copy and program descriptions for the NYG&B site.
• Support overall program operations with the team.

Skills

Organizational skills

Project management

Communication skills

Calm professional

Problem solving

Tools

Adobe Creative Suite

Zoom

Microsoft Office

Slack

Trello

NeonCRM

Vimeo

Job description

The New York Genealogical and Biographical Society (NYG&B) seeks a dedicated and proactive Part-Time Program Coordinator . This part-time position offers an exciting opportunity for a self-driven professional who will engage in person in New York City three days a week and provide administrative support for nonprofit educational programs. The standing schedule is 9:00 AM-5:00 PM Tuesday, Wednesday, and Thursday.

About the NYG&B

Founded in 1869, the NYG&B is the oldest and largest genealogical organization in the state of New York and actively works to preserve, record, and share the stories of New York families. The NYG&B serves thousands of members across the United States through its website, newyorkfamilyhistory.org, publications, and programs.

Position Overview

The Part-Time Program Coordinator supports the Manager, Programs and Events and other members of the NYG&B team in the delivery of in-person, remote, and hybrid events. This role provides support in daily administrative tasks including but not limited to: logistics, speaker coordination, budgeting, event setup and registration, and event management. Communications tasks include writing program descriptions and editing video.

Key Responsibilities

• Provide continuity and support for the Programs department; taking ownership over projects and managing time across a three-day schedule.
• Manage speakers for the NYG&B "Preserving Your New York Story" Series.
• Coordinate with the Manager, Programs and Events to process speaker fees, honoraria, and invoices.
• Build and set up events in the NYG&B's CRM and event registration system and on newyorkfamilyhistory.org, and support related event processes as needed.
• Monitor automated event emails, including registration confirmations, reminders, and follow-ups, for accuracy and timing.
• Serve as point person for specific online and in-person events.
• Lead post-production process for program videos: edit and prepare video files for upload following paid and free events.
• Draft speaker agreements and monitor deadlines.
• Coordinate with speakers to submit pre-recorded sessions and live events; facilitate Zoom recording sessions for pre-recorded presentations.
• Request and organize speaker handouts; PowerPoint presentations; and reference sheets.
• Assist with in-person program check-in, in-person attendee management, event Q&A, and remote attendee monitoring on Zoom.
• Draft marketing copy and program descriptions for the NYG&B website with the Manager, Programs and Events—in collaboration with the Manager, Communications and Marketing.
• Assist the Manager of Programs and Events and NYG&B staff with program operations as needed.

Qualifications

• Organizational and project management skills with attention to detail.
• Ability to manage several projects simultaneously, meet deadlines, and ensure successful program delivery.
• Professional, calm, and solutions-oriented approach.
• Experience managing events, programs, or conferences with online and in-person components.
• Video editing skills with Adobe Creative Suite and Vimeo.
• Working knowledge of online meeting platforms and digital tools such as Zoom, Microsoft Office, Slack, and Trello; experience with NeonCRM or a similar CRM preferred
• Strong written and verbal communication skills.
• Interest in genealogy, archives, libraries, or cultural heritage organizations preferred but not required.

Compensation

• $22-$25, approximately 22.5 hours per week.

The NYG&B welcomes applications from people of all cultures, backgrounds, and experiences, and we value having a diverse team. Opportunities are based upon individual capabilities and qualifications without regard to race, gender, religion, sexual orientation, age, national origin, disability, veteran status, or any other protected characteristic as established under law.