ABOUT YDA
Founded in 2014, the Youth Documentary Academy (YDA) is a 501(c)3 non-profit organization based in Colorado Springs. YDA’s mission is to engage young storytellers with under-represented life experiences to locate and amplify their voices through the artof documentary film. Through instruction, production, and distribution of short films, YDA helps youth transpose their own storiesinto broadly accessible and impactful media, opening doors to courageous conversations. https://www.youthdocumentary.org
POSITION SUMMARY:
The Administrative Coordinator is an administrative support position working closely with the Executive Director and other staff in the coordination and execution of many of the basic operations of the organization. Particular focus is on the management of donor / stakeholder information, implementing marketing and communications strategies, event planning, and
executive director support. Responsibilities vary based on the yearly cycle of programming and events and the overall needs of the organization. This position is part project manager, part event planner, part administrative specialist, and part executive assistant.
This is a part-time (20 hours per week) contract position. Work hours are highly flexible and mostly remote. Hours vary somewhat throughout the year based on the programming and event cycle. This is an opportunity to join a progressive organizationinvesting in making positive social change through the voices of youth. Must be located in the Pikes Peak Region.
KEY RESPONSIBILITIES:
1. Marketing and Communications Support
· Implements marketing and communications strategies. Creates and manages schedule for newsletters, appeals, reports, etc. and works with ED and
other staff to secure content.
· Coordinates with external graphic designer(s) that create marketing materials, reports, etc.
· Posts content for social media platforms and monitors engagement and responses.
2. Donor InformationProcesses
· Keeps constituent files up to date in YDA’s Customer Relationship Management (CRM) system. Ensures data integrity.
· Supports leadership in donor development activities capitalizing on the CRM’s ability to automate the workflow of receipts, acknowledgements, invitations, and follow up.
· Documents information and agreements related to sponsorships, grants, and community partners.
· Collaborates with YDA’s accountant to ensure accurate processing and tracking of donations.
3. Event Planning and Coordination
· Supports the planning of events, including the annual World Premier of new films, screenings in high schools, various community outreach activities, etc.
· Manages event logistics, such as venue selection, scheduling, and setup.
· Coordinates with alumni filmmakers for their attendance and participation in events.
· Coordinates with community partner organizations, speakers, and participants.
4. Executive Director (ED) Support
· Supports ED in scheduling, logistics, and communications.
· Schedules and supports the meetings of the board of directors (4-5 times per year).
· Acts as an “Associate Producer” of films, researching licenses for images and music, securing archival footage. etc.
KNOWLEDGE, SKILLS, AND ABILITIES:
1. A passion for helping youth from underrepresented communities / populations and an interest in using the arts (in YDA’s case, film) for social change.
2. Strong organizational skills, attention to detail, and the ability to work on multiple tasks through to completion with minimal oversight.
3. Excellent command of English, with strong writing skills.
4. Good computer skills, with ability to learn or achieve proficiency in YDA’s systems.
5. Experience working in databases to track and report information. Familiarity with nonprofit systems and CRMs highly valued.
6. Strong interpersonal skills, a flexible attitude, and experience working as a member
of a team.
EDUCATION AND EXPERIENCE
1. At least 5 years of professional work experience in an administrative or support function.
2. Demonstrated event planning experience.
3. Experience in digital marketing and social media management preferred.
4. Experience with the production of mass email communications for newsletters etc. highly preferred (YDA currently uses Mailchimp).
5. Experience using a constituent relationship management (CRM) system or other databases (YDA uses Neon) helpful.
6. The ideal candidate has experience with simple graphic design and editing of video content for promotional purposes.