Bethel Woods Center for the Arts is a nonprofit 501(c)(3) cultural organization, located in Bethel, New York, at the National Register historic site of the 1969 Woodstock festival. We lean into our rich history of peace and music, and remain committed to providing extraordinary experiences, granting access to the arts, and preserving and interpreting the Woodstock site. Each position plays a part in fulfilling our vision to make the world a better place through the power of music and the arts.

Job Summary 

The Development Administrator provides essential administrative and operational support to advance the fundraising goals of Bethel Woods Center for the Arts. This position ensures the smooth functioning of day-to-day development activities through organized data management, donor and grant administration, and efficient coordination across the Development team. The ideal candidate is detail-oriented, proactive, and able to balance multiple administrative priorities in a fast-paced, mission-driven environment.

Salary: $20 - $22 / per hour

Job Duties 

1. Donor and Database Administration

• Maintain accurate donor, sponsor, and prospect records in Raiser’s Edge (and NXT), including contact information, gift entry, acknowledgments, and donor interactions.
• Process and track all donations, sponsorships, and grants, ensuring timely and accurate receipting and acknowledgment.
• Generate reports, mailing lists, and data exports to support campaigns, stewardship, and performance tracking.
• Maintain filing systems—digital and physical—for all donor and institutional records, correspondence, and agreements.
• Support staff training and consistency in data entry, coding, and donor record management.
   

2. Grants and Institutional Fund Administration

• Support the grant lifecycle through administrative tasks including application form completion, attachment gathering, signature routing, and submission tracking.
• Maintain the institutional grants calendar with deadlines, progress notes, and reporting requirements.
• Assist with claim documentation and compliance reporting 
• Track awards and payments, coordinating with Finance to ensure accurate reconciliation and timely funder communications.
• Organize shared folders and templates for grant materials and support data collection for reporting.
   

3. Departmental Operations & Administrative Support

• Support the coordination of internal and external meetings and meeting materials
• Prepare donor correspondence, including thank-you letters, renewal reminders, and stewardship updates.
• Assist with preparation of appeals, presentations, reports, and briefing documents for funders, sponsors, and Board committees.
• Assist with budget oversight by supporting the preparation of reports and processing of invoices
• Provide logistical support for donor and sponsor events, including mailings, RSVP tracking, and on-site assistance.
• Support the Membership team by assisting with the inbox, phone calls, and ticketing inquiries as needed.
• Support vendor setup, ticket distribution, purchase orders, and other administrative processes as needed.

Job Requirements 

• 2+ years of administrative experience, preferably in a nonprofit or fundraising environment.
• Familiarity with donor databases preferred
• Experience with ticketing platforms is a plus
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational, proofreading, and time-management skills with high attention to detail.
• Clear and professional written and verbal communication skills.
• Ability to manage confidential information with discretion.
• Enthusiasm for the mission, vision, and values of Bethel Woods Center for the Arts.
• Evening and weekend hours required during summer concert season and special events.

To apply, please send your resume and cover letter to HR@BethelWoodsCenter.org with Development Administrator: (Your Last Name) as the subject line.