Operations and Admin Coordinator
Location: In-person, Hudson, NY
Position: Full-time
Schedule: 40 hours/week; see bottom for details
Start Date: January 2026
Applications Due: November 24, 2025
Kite’s Nest is a center for liberatory education in Hudson, NY. We are a small organization, currently run by a core team of 5 full-time staff members; each semester we are joined by a crew of contract educators and volunteers. We are looking for an Operations and Admin Coordinator to join our team.
We are looking for someone with organizational gifts, an even keeled demeanor, and a multi-faceted skillset. The role requires working independently while also engaging in a deeply collaborative environment. The person stepping into this role must be adaptable, positive, consistent, and comfortable interacting with children, teens, families, and other members of the Kite’s Nest community.
The Kite’s Nest Operations and Admin Coordinator will support essential day-to-day tasks associated with organization administration, operations, communications, and engagement. The person in this role will report to the Operations Director and will work closely with our two Co-Executive Directors and the Kite’s Nest program team. This role will also require collaboration with youth staff. This is a new role at Kite’s Nest and does not directly supervise any positions.
Kite’s Nest is experiencing an exciting moment, as we prepare to begin construction (December 2025) on a new building that we are expecting to move into in 2027. The person stepping into this role will help support this transition.
60% Admin and Operations
- Regularly checking and maintaining site inventory, submitting purchasing requests and/or directly ordering and purchasing supplies as needed
- Contributing to daily health and function of the team and programs by ensuring our space is tidy and organized; ensuring systems are clear, well-maintained, and accessible, and sometimes doing tasks like cleaning/organizing our shared fridge and food systems or very occasional laundry
- Collaborating to identify and meet site needs, which might include completing small scale repair and maintenance tasks, coordinating volunteers, or contacting contractors/tradespeople to gather quotes, secure purchase approval and coordinate services; site care includes tending to and maintaining office equipment (printers, cameras, etc)
- Providing hands-on program support including support with logistics, food coordination including grocery shopping, school bussing and field trip transportation arrangements, supply coordination and purchasing, and supporting emerging on-the-ground program needs as assigned
- Performing program administration tasks such as preparing program rosters and binders for educators, taking attendance during programs, contacting guardians or the school during check-in time, maintaining program records, and more
- Supporting with youth transportation (rides home 2-3 days a week after programs during Spring and Fall semesters) and occasional field trip transportation/support
- Supporting with seasonal events (expos, youth showcases, fundraising events and more) including food and supply purchasing, generating cost comparisons, gathering vendor info for hiring, event set-up and breakdown, and outreach; occasionally working weekend and evening events
- Supporting with basic HR tasks, including gathering contractor W9s and other vendor and hiring paperwork
- Coordinating, writing and mailing campaign thank you letters (with youth and volunteers)
- Performing administrative-level fundraising tasks, including mailing list upkeep and communicating with donors to ensure their payment info is up to date
- Creating and sending tuition invoices and generally communicating with families about tuition, coordinating with ED’s about tuition assistance requests, and coordinating with bookkeeper about tuition payments and records
- Supporting with billing and record-keeping related to the ReGen compost business and teen-led market business
- Managing receipts associated with any assigned errands or spending
- Regularly checking and processing mail, directing bill pay to bookkeeper and documenting incoming donations
- Occasionally substitute in programs as needed/when available
- Assisting with transition planning for moving into our new building (estimated completion in 2027); supporting the move-in process and opening of the campus, setting up and implementing campus operational systems
25% Communications and Engagement
- Managing our general inquiry email inbox and website contact form submissions; answering the Kite’s Nest phone line and responding to phone-based inquiries; monitoring and responding to social media communications
- Managing enrollment-based communications with youth and families, including sending acceptance and welcome letters, collecting enrollment materials, and generally acting as first point of contact for program applicants
- Supporting with outreach including program and event outreach (fliering, tabling at school and other events, calls and emails to families, and more), and outreach and coordination with volunteers and organizational partners
- Processing photos and maintaining documentation archives; updating and maintaining elements of our Squarespace website and social media platforms
- If applicable to candidate skill set: taking photos and documenting events and programs; generating content, posting to social media and maintaining an active online presence
15% General Organizational Participation
- Participation in monthly staff meetings and more frequent small team, project-focused meetings (ad-hoc and ongoing working groups)
- Participating in seasonal reflection and feedback cycles, staff celebrations, trainings, planning and visioning sessions
- Participating in group fundraising tasks such as email/phone/text banking efforts
- Attending annual team-wide workaway/retreat for planning the upcoming year
- Occasional attendance at/participation in local community events
- Occasional participation in capital project events and community engagement sessions
- Professional development
- The successful candidate will demonstrate:
- Alignment with Kite’s Nest core values
- A personal commitment to anti-oppression and social justice work
- A love of and respect for young people, and ability to collaborate with them in a multi-generational workplace
- Clear, direct, kind, and principled communication skills
- Experience building healthy relationships and communication within multiracial teams
- Interest in cultivating workplace dynamics of care, healing, joy, and creativity
- Ability to work both independently and as part of a collaborative team
- Attentiveness to detail and love for organizing resources in support of a group
- Strong written and verbal communication skills including being a timely, respectful, and consistent communicator within a team
- Comfortable and experienced in giving and receiving constructive feedback
- Willingness to help with a range of tasks and a shifting workflow throughout the year
- Creative problem-solving skills and energy for learning, researching, experimenting
- Comfort asking for help as needed
Comfort with technology and learning how to use new tools and - platforms. Kite’s Nest regularly uses: Google Suite, Slack, Airtable, Mailchimp, Canva, Nationbuilder, Squarespace, Square, Instagram and Facebook, Adobe design suite tools, and more. The person in this role will regularly create and maintain spreadsheets and databases, maintain computers and printers, use social media and other digital communications platforms, set up projectors and digital meeting systems, etc.
- A valid driver’s license and clean driving record. This role requires running errands and supporting with things like driving for field trips or transporting youth home
Preferred qualifications include:
- Personal connection to/lived experience within the Hudson community
- Fluency in languages other than English (especially Spanish or Bengali)
- Skills in graphic design, photography, and/or social media storytelling
- Experience with collaborative decision making processes and transformative justice practices
- 2-3 years of experience working in operations, education, administration, or admissions
- Experience working in a youth organization or school-setting
Compensation: This is a full time exempt position. Pay is $60,000/year with a full-time benefit package, including paid vacation, $200/month housing stipend, wellness/sick days, professional development funds, wellness fund, & employer-funded ethical 401(k) plan. Fully-covered health, vision, dental, life, and accident insurance.
Schedule:
- 40 hours per week on a mutually agreed upon schedule, which seasonally fluctuates M-F 8am-4pm or 9am-5pm (summer), 10am-6pm (Winter and off-semester times) and occasionally 11am-7pm (during Spring and Fall semesters when supporting with youth rides home), with optional remote work days depending on the season. 4-day work weeks January - February.
- Once a month required staff meetings (usually on a Monday from 10:30am-1:30pm)
- Occasional weekend and evening events (to be scheduled in advance)
- Seasonal reflection and celebration events
About Us
Kite’s Nest is a center for liberatory education in Hudson, NY. It is our mission to build the collective capacity of young people in our community to bring about healing, personal transformation, social connection, and systemic change. We work in a deeply collaborative environment that is committed to embodying the values that we seek to foster in the world. Everyone who joins our staff is part of a family of educators, activists, thinkers and artists who are committed both to our work with young people and to nurturing a healthy and supportive organizational culture.
