Part-Time Program Coordinator

Part-Time Program Coordinator

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.
• Bachelor’s degree.
• 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.