Development and Administrative Coordinator

Summary

Description

This is a full-time, hybrid position. Primarily office-based with option to work three days remotely, with occasional evening or weekend hours for board meetings or events as needed. 

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About the High Line Canal Conservancy 

An extraordinary feat of engineering now 140 years old, the 71-mile-long High Line Canal is outliving its historic function as an irrigation utility and has taken on new life as a recreational resource, wildlife corridor, and green stormwater infrastructure. 

 The Conservancy is a nonprofit organization with the mission to preserve, protect and enhance the High Line Canal in partnership with the public. We are committed to enacting this mission with projects and programs that improve quality of life and the environment. We lead volunteer stewardship, community science, recreational, and educational programs that enhance wildlife habitat, connect people with nature, and improve trail user experience. Our programs had over 3,500 participants in 2025. 

 The Conservancy’s trail stewardship programs are completed by members of the Canal Conservation Corps (CCC). This dedicated coalition of volunteers measurably improves the Canal’s ecosystem and the region’s climate resilience by enhancing our ability to care for the Canal through stewardship programs such as trash cleanups, weeds and brush removals, and tree and prairie plantings. The Conservancy also hosts recreational, educational, and community science programs along the Canal such as educational walks, school field trips, and birding excursions that engage local community members to connect with the nature of the Canal. 

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. 

Key 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 set up, 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 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 continuous improvement of administrative and development systems and processes. 

• Assist with cross-departmental projects that support organizational goals and operational efficiency.

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; comfort 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. 

Application Instructions  

Qualified applicants are encouraged to apply by sending a resume and cover letter addressing the applicant’s interest in and qualifications for the position. Please send both documents as one PDF attachment in an email to employment@highlinecanal.org. No phone calls, please. 

Application Deadline: Open until filled  

The Conservancy is dedicated to the principles of equal opportunity for all employees, applicants, volunteers, program and event participants, trail users and visitors, partners, and other organizational stakeholders. We prohibit unlawful discrimination and harassment based on age, race, sex, color, religion, creed, national origin or ancestry, disability, military status, genetic information, native language, sexual orientation, transgender status, gender identity, gender expression, marital status, gender, veteran status, political service, and affiliation or any other status protected by applicable state or local law. This prohibition includes unlawful harassment based on any of these protected classes.  

Unlawful harassment includes verbal or physical conduct which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.   

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every qualification. At the Conservancy we are dedicated to building a diverse, inclusive, and authentic workplace. If you are interested in this role but your experience does not check all of the boxes, we encourage you to go ahead and apply. You may be the right candidate for this or another role in our organization.