Part-Time Administrative Coordinator

Northport Promise

Part-time | Approximately 20 hours/month | $30/hour

Help us make great things happen for Northport students!

Northport Promise is a community-supported nonprofit dedicated to helping Northport students pursue their educational goals and build a strong financial foundation for their futures. From traditional Northport Promise scholarships to our new Promise Saves children’s savings program, our work is made possible by a community of people who care deeply about local students and families.

We are looking for a part-time Administrative Coordinator to help keep the many details of Northport Promise moving forward. This is an important behind-the-scenes, technology-heavy role that touches our students, families, donors, school, financial partners, grant partners, and Board of Directors.

The ideal person is organized, dependable, detail-oriented, self-motivated, and comfortable working independently. You don’t need to know everything when you start (we’ll provide training and support!) but you should be someone who takes ownership, follows through, asks questions when needed, and can look ahead to see what needs to be done.

What You’ll Do

This position has a combination of recurring responsibilities and projects that change throughout the year.

Weekly
● Monitor the Northport Promise email account and ensure messages receive timely responses, working with Board members or other resources as needed.
● Keep track of outstanding questions, requests, and follow-up items.

Monthly
● Reconcile Foundant (accounting and donor database) records with bank accounts.
● Process student withdrawal requests.
● Confirm the date, time, and location of upcoming Board meetings.
● Prepare agendas and materials for regular Board meetings.
● Review the Promise Google Calendar and relevant work plans to identify upcoming deadlines, events, and items needing attention.
● Participate in monthly meetings.
● Prepare and submit grant reports and invoices.

Quarterly and Throughout the Year
● Reconcile student savings accounts with Foundant.
● Process deposits and incentives for individual Promise Saves accounts.
● Support seasonal donor mailings.
● Help plan and facilitate student deposit days and other financial literacy activities with Northport Public School.

Annual / Semi-Annual Responsibilities
● Create new Promise Saves accounts
● Coordinate deposits to student accounts, including preparing electronic spreadsheets with deposit information.
● Enter and maintain scholarship recipient information.
● Complete required state reporting for the Promise Saves program.
● Support Northport Promise fundraising events and activities.

Additional Projects

As time and experience allow, there may be opportunities to take on additional responsibilities and additional work hours, including:
● Database clean up and build-out.
● Creating and maintaining reports and mailing lists for Board, grant, donor, and community communications.
● Entering new donor profiles and gift information.
● Preparing donor thank-you letters.
● Supporting or leading social media and email communications.
● Making updates and maintaining the Northport Promise website.
● Building out and maintaining an alumni database in Foundant.
● Helping develop new systems and processes that make Northport Promise more organized and effective.

What We’re Looking For
We are looking for someone who:
● Is dependable and follows through. If you say you’ll do something, you do it. If something gets in the way, you communicate early.
● Can work independently. This is a small organization, so there won’t always be someone telling you exactly what to do next. We need someone who can look at the calendar, deadlines, and priorities and take initiative.
● Is highly organized. There are recurring deadlines, accounts, student records, meetings, grants, and communications to keep track of. A good personal system for staying organized is essential.
● Has strong attention to detail. Accurate financial and student records matter, and we need someone who takes the time to check their work. You’ll be using a robust and complex database alongside excel spreadsheets.
● Can prioritize. Some weeks will be busier than others. We need someone who can distinguish between what’s urgent, what’s important, and what can wait.
● Communicates well. You’ll work with Board members, school staff, banks, funding organizations, donors, families, and others in the community.
● Is comfortable learning new systems. Experience with Foundant, Google Workspace, spreadsheets, or similar software is helpful, but we’ll provide training on the systems specific to Northport Promise.
● Cares about our community. You don’t have to have nonprofit experience, but we hope you’ll be excited about the opportunity to make a tangible difference for Northport students.

A Note About the Schedule
This is a part-time position of approximately 20 hours per month, with flexibility in how those hours are scheduled. Because many responsibilities are deadline- and event-driven, however, consistent availability and follow-through are important.

We are looking for someone who can establish regular work time for Northport Promise and treat those hours as a meaningful commitment. The ability to plan ahead, protect scheduled work time, and stay on top of recurring responsibilities is an important part of being successful in this role.

Working With Us
The Administrative Coordinator will work closely with Northport Promise Board members, the Northport Public School, TBA Credit Union, CEDAM, and other community partners.

You’ll be part of a small, community-minded organization where your work is visible and genuinely matters. We value people who are willing to roll up their sleeves, figure things out, communicate openly, and help us continue to build something great for Northport students.

Compensation & Commitment
$30/hour | Approximately 20 hours per month through June, 2027 based on grant funding. Compensation and work hours will be reviewed after 90 days.Ongoing work and wages will be negotiated to best meet the organizations needs and to provide a meaningful work experience for our new Coordinator!

How to Apply
If this sounds like a good fit for you, we’d love to hear from you.

Please submit a resume and a brief note telling us why you’re interested in working with Northport Promise and what you would bring to the role. Be sure to include relevant experience using database software, excel, accounting software, etc.

We are especially interested in learning about experiences where you’ve had to manage your own time, stay organized, work independently, and follow through on multiple responsibilities.

Email to: info@northportpromise.com