VIC Administrative Coordinator

Position: Program Assistant/Administrative Coordinator
Status: Full-Time, Non-Exempt
Department: Visitor Interpretive Center (VIC)
Reports to: Director
Pay Rate: $24.00 per hour

The Paul Smith's College Visitor Interpretive Center (VIC) is located on the college’s north campus in Franklin County, NY. It offers a unique blend of recreation and education for both the college community and the public. Encompassing 3,000 acres of working forest, the VIC showcases the college’s deep commitment to environmental stewardship and learning. Containing nearly all ecosystem types found in the region, the VIC provides 25 miles of trails designed for running, hiking, Nordic skiing, and snowshoeing. It also features world-class Nordic ski trails and a biathlon range. Nearly 30,000 visitors come to the VIC annually to enjoy programs including hands-on learning, naturalist programs, arts and culture initiatives, and a variety of recreational opportunities. Indoor facilities include an educational exhibit area, classroom, library, art gallery space, and retail store.

The Paul Smith’s College John Dillon Park is a 200-acre wilderness area outside of Long Lake in Hamilton County NY. Due to the generosity of the late John Dillon, who was a Paul Smith’s College alumni and former CEO of International Paper, the Park was specifically designed to accommodate people with disabilities, providing accessible trails, campsites, lean-tos, boat launches, outhouses, and fishing platforms. John Dillon Park provides free camping to all members of the public through an online registration center. A welcome center is located on its property where staff assist campers and provide visitor information.

Position Description:

Paul Smith’s College is seeking an Administrative Coordinator to support daily operations at the college’s Visitor Interpretive Center (VIC) and John Dillon Park (JDP). This position provides essential administrative and operational support to ensure the efficient delivery of services to the public. This role requires strong organizational skills, attention to detail, and the ability to handle diverse responsibilities. The position is based at the VIC but the employee will be expected to travel (45 miles one way), on average, one day per week to work in person at JDP between Memorial Day and Labor Day. Travel expenses will be reimbursed or a college vehicle may be used based on availability.

Duties & Responsibilities:

• Perform general administrative tasks such as data entry, online filing, record keeping.
• Oversee the online campground registration system and manage camper reservations at John Dillon Park.
• Assist with preparation and management of service contracts for VIC programs and events.
• Maintain event calendars for both facilities.
• Maintain general emails for the VIC and JDP.
• Assist with retail operations including managing financial transactions, inventory and deposits at the retail shop
• Maintain supplies, equipment, and vendor relationships to ensure smooth office operations.
• Assist with communication and marketing activities as needed
• Provide excellent customer service and informed, and professional visitor assistance in person, online and on the phone for both VIC and JDP visitors.
• Ability to drive two hours roundtrip from VIC to JDP.
• Assist with other duties as needed or assigned.

Qualifications:

• All education and experience levels are considered.
• Interest in the mission of the VIC and JDP.
• Experience coordinating multiple administrative projects at a time
• Strong organization skills and attention to detail
• Ability to perform duties independently and proactively in a collaborative environment
• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive workplace.
• Excellent communication skills including over the phone, in person, and written communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• New York State driver’s license and driving record acceptable to PSC insurance carrier.

Preferred Qualifications:

• Course work or degree in business administration, office management or related field
• Experience with WordPress and point of sale systems, e.g. Square.

Open until filled

Paul Smith’s College values diversity in the College community and seeks to assure equal opportunity through its continued Affirmative Action program. EOE/AA/M/F/D/V