Part-Time Administration Manager for Irrigation Association of NY

Job Description

The Irrigation Association of New York was established in 1985 to foster development and economic advancement for its irrigation contractor members, and to promote water conservation through efficient irrigation practices and products. IANY represents nearly 60 members throughout New York. Member engagement opportunities include advocacy outreach, educational events, networking events, and leadership opportunities. Visit for additional information about IANY.

Duties and Responsibilities:

Administration

· Answer general phone calls from members and non-members.

· Manage general telephone and email accounts.

· Receive and coordinate physical mailings.

· Set up conference calls via Zoom or similar platform.

· Coordinate voting when necessary.

· Be knowledgeable of bylaws and board policies.

Board Meetings

· Set meeting calendar for the year in collaboration with President. Currently holding eight meetings in the calendar year (Jan., Feb., March, July, Aug. Sept., Oct., Dec.); combination of in-person and virtual meeting.

· Draft agenda for each meeting and review with President.

· Build board packet to support approved agenda.

· Circulate agenda and board packet one week in advance of meeting.

· Attend meetings virtually or in person.

· Support logistics for in-person meeting if decide to hold.

· Conduct phone meetings with President as needed.

Financial Management

· Manage Quick-books online account.

· Process accounts receivable and payable.

· Prepare and distribute financial documents based on Board of Directors meeting calendar (bank statement, budget).

· Maintain a record of management hours.

· Work with Treasurer to create budget for board approval at December meeting.

· Work with Treasurer to prepare annual 990 filing.

Communications and Website

· Develop and execute communications plan (website, print, email, social) for membership recruitment and renewal campaigns.

· Develop and execute communications plan (website, print, email, social) for IANY events.

· Develop and execute communications plan (website, print, email, social) for legislative alerts and advocacy call to action campaigns.

· Maintain and update website using WordPress content management system.

· Build and send email campaigns using MailChimp marketing platform.

· Post and monitor Facebook and LinkedIn social accounts/other social media accounts as needed.

Event Management

· Coordinate education conferences and annual membership meeting.

· Select and secure location.

· Negotiate with facility and orchestrate on-site needs.

· Develop and execute communications plan.

· Set up and manage registration.

· Assist in recruiting vendor/sponsor participation.

· Process payment for registrations and sponsorships.

· Process all outstanding payables in a timely fashion.

· Provide board with updates related to attendee and sponsor registration.

· Organize and order signage as needed.

· Coordinate and purchase awards and prizes as needed.

· Distribute and analyze event evaluations.

· Collaborate with other organizations as needed.

Membership

· Manage and maintain membership list via Excel and Quick-books Online.

· Develop and execute membership renewal and recruitment communications plans.

· Initiate membership renewal notices annually beginning in October through Quick-books Online.

· Process payments for member renewals and new member joins.

· Monitor member renewal and new member join metrics.

· Consider adoption of association management system (WildApricot, StarChapter, MemberClicks etc.) and implement if board decides to adopt.

What we are looking for:

· Bachelor’s degree.

· Three to five years of relevant experience managing an associations business.

· Experience with associations or non-profits and program coordination experience a plus.

· Demonstrated ability to work on multiple projects simultaneously while managing deadlines.

· Well organized and detail oriented.

· Exceptional communication and writing skills.

· Experience with association management system a plus.

· Experience using MailChimp or similar email marketing platform a plus.

· Experience with WordPress or similar website content management system a plus.

Preferably someone who lives in State of New York, Nassau or Suffolk counties.

Salary and benefits:

· Part-time position (estimated 20-25 hours a month)

· Hourly wage negotiable

· Interested parties should email resume, cover letter, salary requirements to:

No phone calls please.