Development and Administrative Coordinator

The High Line Canal Conservancy is hiring a Development and Administrative Coordinator to help advance our mission to preserve, protect and enhance the High Line Canal trail. This role is at the heart of our operations and fundraising, providing essential coordination and administrative support across the organization.

High Line Canal Conservancy

An extraordinary feat of engineering now 140 years old, the 71-mile High Line Canal has outlived its historic function as an irrigation utility and has taken on new life as a recreational resource, wildlife corridor and green stormwater infrastructure. The High Line Canal Conservancy is a nonprofit organization with the mission to preserve, protect and enhance the High Line Canal in partnership with the public through stewardship, community engagement and collaboration with local agencies.

Position Summary

The Development and Administrative Coordinator will provide essential operational, administrative, and coordination support to advance the Conservancy’s fundraising efforts and overall effectiveness.

This role is responsible for development database management, gift processing and acknowledgements, event support, board and committee support, and high-level scheduling and administrative assistance to the CEO. The position requires exceptional attention to detail, strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment. Primarily office-based with option to work three days remotely, with occasional evening or weekend hours for board meetings or events as needed. 

Responsibilities

Development Operations and Donor Support  

• Enter, maintain, and ensure accuracy of donor, prospect, and gift data in the Conservancy’s database (Raiser’s Edge)
• Process all gifts in a timely and accurate manner, coordinating with accounting as needed to ensure proper reconciliation.
• Prepare and send timely, accurate, and personalized gift acknowledgements, including tax receipts and pledge confirmations, in accordance with IRS and organizational standards.
• Support annual giving, major gifts, grants, reports, donor lists, mailing lists, and basic research as needed.
• Support special events, including mailing lists, event setup, reports, supplies, and guest relations.
• Generate regular and ad hoc development reports for staff leadership and board use.
• Support donor stewardship efforts by tracking touchpoints, follow-ups, and recognition activities.
• Support in-house mailings by preparing and sending materials.

 Board and Governance Support  

• Provide administrative support to the Board of Directors and assigned committees.
• Coordinate board and committee meetings, including scheduling, logistics, agenda preparation, and distribution of materials.
• Prepare and maintain board rosters, contact lists, terms, and key governance documents.
• Take meeting notes and prepare minutes as requested.
• Support onboarding and ongoing communication for board members.
• Help prepare board materials, dashboards, and other reports.

 Executive and Administrative Support  

• Provide scheduling and calendar management support for the CEO, including coordinating internal and external meetings.
• Assist with the preparation of briefing materials, presentations, and correspondence for the CEO.
• Serve as a point of contact for administrative and scheduling inquiries directed to the CEO.
• Support general office administration, including document management, filing systems, and coordination with vendors or consultants as needed. Contribute to the continuous improvement of administrative and development systems and processes.
• Assist with cross-departmental projects that support organizational goals and operational efficiency.

Qualifications

Required Qualifications

• At least two years of experience in nonprofit administration, development operations, or a related role.
• Experience with Raiser’s Edge or other CRMs and strong data entry skills with high attention to accuracy.

• Strong written communication skills, particularly for donor correspondence and acknowledgements.
• Excellent organizational, time-management, and follow-through skills.
• Proficiency with Microsoft Office; comfortable learning new systems.
• Ability to manage competing priorities and work both independently and collaboratively.
• Demonstrated professionalism, discretion, and sound judgment.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.

Preferred Qualifications  

• Experience supporting a CEO, executive director, or senior leadership.
• Experience working with a nonprofit board of directors.
• Familiarity with fundraising best practices and IRS requirements for charitable gifts.