Membership & Administrative Coordinator

Status: Hourly, non-exempt. 30 to 40 hours per week.

Compensation: $32 to $35/hour depending on experience.  Benefits including health insurance and 401k match

Location: California (Fully remote)

Position Summary

The Membership & Administrative Coordinator plays a central role in ensuring the smooth functioning and growth of our organization. This position balances membership engagement and communications (approximately 50%) with executive/administrative support and internal operations (approximately 50%).

This is an ideal role for someone who enjoys working with people, supporting a mission-driven organization, and keeping systems organized and moving forward. The Coordinator serves as an important point of contact for members and provides key administrative support to the Executive Director and Board of Directors. The ideal candidate is friendly, reliable, highly organized, and comfortable juggling a variety of priorities in a small nonprofit environment.

Why Work at CARCD?

CARCD is a 501(c)(3) non-profit organization that supports locally led conservation work across California, helping Resource Conservation Districts deliver meaningful, on-the-ground solutions for healthy soils, resilient forest and watersheds, wildlife habitat restoration and biodiversity, and sustainable communities. Our work directly supports land stewards, conservation professionals, and partners statewide.

We are a mission-driven, family-friendly organization that values flexibility, collaboration, and work-life balance. CARCD is committed to supporting a diverse and inclusive workforce and offers flexible scheduling to accommodate family and personal needs. We provide full a generous benefits package including health insurance, recognizing the importance of stability and well-being for our staff. Employees are supported to do high-quality work in a respectful, supportive environment.

Key Responsibilities

Membership Engagement & Communications (Approx. 50%)

Membership Support & Growth

• Manage membership applications, renewals, and payments, ensuring records are accurate and current in our member portal and related systems including listservs.
• Support membership recruitment, retention, and engagement through consistent outreach and relationship management.
• Assist with membership onboarding, renewals, dues invoicing reminders and related communications.
• Maintain accurate and up-to-date membership records in the organization’s database and/or membership platform.
• Assist member fundraising through Donorbox or similar vehicles
• Serve as the first point of contact for current and prospective members via phone and email on membership related issues.

Events & Meetings Support (Member-Facing)

• Provide planning and logistics support for annual conference, webinars, trainings, and other convenings (registration, calendar invites, run-of-show, follow-up communications).
• Assist with preparing materials and supporting event facilitation as needed.
• Track engagement metrics and help improve attendance and follow-up systems over time.

Administrative, Executive & Board Support (Approx. 50%)

Board & Governance Support

• Provide logistical support for Board and committee meetings, including scheduling meetings / sending notices, preparing and distributing board packets, compiling agenda materials and attachments, and Zoom links and calendar management.
• Take meeting minutes and maintain board records, resolutions, and official governance files.
• Assist with board onboarding and routine board communications.

Executive Support and Administrative Operations

• Assist Executive Director with scheduling meetings with partners, funders, agencies, and board members.
• Assistance Executive Director with other administrative tasks including timesheet data entry, travel arrangements, event registrations, etc.
• Support smooth and efficient operations: supplies, vendor coordination, systems organization, and basic troubleshooting.
• Provide administrative support for software accounts – subscriptions, user management, etc.
• Support website updates, newsletters, and social media as needed, in coordination with CARCD Communications.
• Assist with internal process improvement: document templates, workflows, tracking systems.

Required Qualifications

• 2–4+ years of administrative experience (nonprofit or mission-driven work preferred).
• Board support experience (agenda prep, board packets, minutes, etc.).
• Strong organizational skills with excellent attention to detail and follow-through.
• Exceptional communication skills with a warm and professional customer-service tone.
• Ability to manage competing priorities independently in a small, fast-moving organization.
• High level of integrity and discretion when handling confidential information.
• Proficiency with Google Workspace and/or Microsoft Office, including calendars, documents, and spreadsheets.
• Comfort learning and using organizational tools such as Zoom/Teams and membership-related platforms.
• California residence and ability to travel to locations in California for conference, quarterly meetings, and a limited number of other events as needed

Preferred Qualifications

• Experience working in a membership organization or nonprofit association.
• Familiarity with membership or donor databases such as MemberClicks, HiveBrite, etc.)
• Experience with event coordination (virtual or in-person).
• Passion for conservation and/or California natural resource issues is a plus.