Administrative Coordinator

Who We Are: The New York Public Welfare Association (NYPWA), founded in 1869, is the first public welfare association in the United States and has a long-standing commitment to supporting social services in New York State. NYPWA represents all 58 local social services districts, providing advocacy, education, and collaboration to strengthen public welfare programs. The Association works closely with local agencies to improve services for individuals, families, and communities. Team members contribute to initiatives that support equitable access to public assistance and social support across the state.
Position Summary
The Administrative Coordinator provides high‑level administrative, event, and membership support to the New York Public Welfare Association (NYPWA). This role is responsible for coordinating meetings and conferences, supporting revenue generation and collection activities, and serving as a primary point of contact for vendors and other stakeholders. The position is fully remote (residency in New York State required, with reasonable driving distance to the Capital Region preferred) and requires strong self‑management, responsiveness, and professionalism, with up to 10% travel for meetings and conferences. The Administrative Coordinator reports to the Membership Director.
Qualifications & Competencies
Demonstrated ability to work independently and responsibly in a remote environment, including managing time, prioritizing tasks, and maintaining consistent communication.
Strong organizational skills with the ability to manage multiple projects and deadlines.
Excellent written and verbal communication skills, including professional correspondence and stakeholder engagement.
Proficiency in Microsoft Office (esp. Word and Excel).
Experience with event coordination, meeting logistics, or conference support preferred.
Experience with revenue collection, invoicing, or basic financial tracking preferred.
Ability to travel up to 10% for association events and meetings.
High level of discretion, reliability, and commitment to member service.
Prior experience in social services, healthcare, hospitality or education preferred.
Bachelor’s degree preferred.
Essential Duties & Responsibilities
1. Member, Vendor & Other Stakeholder Communications
Manage incoming calls, email, and mail with vendors with timely and accurate responses.
Provide administrative support for public policy activities, including formatting and distributing position papers, legislative materials, and member surveys.
Manage membership renewal processes and prepare monthly membership status reports.
2. Administrative Operations & Revenue Support
Prepare invoices, process incoming checks, track dues and registration payments, and generate related financial reports.
Maintain digital records, administrative systems, and association files.
Coordinate with vendors and service providers as needed.
Perform limited website updates (posting conference materials, policy papers, directory updates, announcements).
3. Event Planning & Coordination
Assist in coordination of monthly commissioner meetings, fiscal and legal staff meetings, and other Association gatherings.
Draft and distribute agendas, meeting summaries, and participant communications.
Assist with meeting logistics, including site arrangements, technology needs, and remote/hybrid meeting support.
Provide support for training events for commissioners and DSS administrators.
4. Conference Program & Revenue Activities
Collaborate with the Membership Director to develop and produce conference programs, materials, and communications.
Support exhibitor, sponsor, and advertiser outreach, including solicitation, tracking commitments, and coordinating payments.
Organize information on sessions, speakers, advertisements, and conference logistics
Manage registration and information desk operations at conferences; supervise volunteers; serve as liaison to guests, presenters, exhibitors, and sponsors.
Support on‑site and pre‑event revenue collection and reconciliation.
5. Remote Work Expectations
Maintain a reliable home workspace with consistent availability during business hours.
Demonstrate strong responsiveness, follow‑through, and communication in a remote environment.
Uphold confidentiality, professionalism, and high‑quality service while working independently.

Work arrangement
Yes