Membership & Events Specialist

Benefits: Health insurance Paid time off Vision insurance 401(k) Dental insurance Job Title: Membership & Events Specialist with the Early Care and Learning Council Reports To: Associate Executive Director of Programs Status: Full-Time, non-exempt Annual Salary: $60,000 Location: Albany, NY (hybrid), with up to 25% travel required throughout New York State, including to ECLC headquarters in Albany, event sites, and partner locations. Occasional evening and weekend work may be required. Organizational Overview Early Care & Learning Council (ECLC) is dedicated to strengthening the quality, accessibility, and sustainability of early care and learning systems for children, families, and providers. ECLC advances this mission through collaboration, data-informed decision-making, and strong operational infrastructure that supports our programs and partners. Position Summary The Specialist supports the implementation of ECLC programs and initiatives by providing technical expertise, direct assistance to customers and members, and coordination across multiple stakeholders. This role ensures compliance with funder requirements, informs program-related decision making, and advances organizational goals through relationship building, systems building, and effective communication. The Specialist provides essential coordination and operational support to ECLC staff and leadership. This position supports the efficient day-to-day functioning of the membership organization by strengthening, building and coordinating services to ECLC’s membership agencies. This is done through events management, contract reporting, and membership development. The Specialist also contributes to continuous improvement by identifying opportunities to enhance membership services, internal processes, and member relationships. Essential Activities (Shared Across Work Groups) Program & Project Coordination

• Establish and oversee project-specific procedures to ensure compliance with funding requirements and alignment with program objectives.
• Work collaboratively with technical, administrative, and program staff to complete project-specific tasks and deliverables.
• Plan and administer project-specific budgets in coordination with supervisors and finance staff.
• Prepare and maintain accurate records, data, and reports in accordance with contractual and internal requirements.

Stakeholder Engagement & Direct Support Services

• Provide direct service and support to customers, members, or community partners, which may include handling referrals, reviewing regulatory issues, evaluating needs, and brainstorming solutions to complex problems.
• Establish and maintain effective relationships with partner agencies to meet customer needs, reduce service duplication, and enhance system coordination.
• Represent ECLC and communicate program purposes, priorities, and policies to stakeholders, including community partners, and members.

Meetings, Committees, Events & Membership Support

• Coordinate meeting and event logistics, including scheduling, registration, attendance, RSVPs, setup, catering, and materials.
• Support planning for the Annual Meeting/Luncheon and Leadership Summit, including sites, vendors, sponsors, workshops, and evaluations.
• Negotiate contracts with vendors and suppliers such as hotels, convention centers, and speakers, and evaluate/select providers according to organizational requirements.
• Attend assigned meetings, create agendas, record minutes, and distribute follow-up materials.
• Coordinate organizational tabling, including schedules, staffing, setup, and materials.

Organizational Effectiveness & Team Support

• Recommend administrative efficiencies, process improvements, and procedural enhancements.
• Support member engagement by connecting agencies with relevant programs, benefits, resources, and communications.
• Contribute to a collaborative, mission-driven workplace culture.

Administrative & Office Support

• Prepare, format, organize, and maintain documents and presentations that support program, membership, and event activities.
• Perform general office support, including supplies coordination, records management, and routine administrative tasks.

Communication & Customer Service

• Respond to calls, emails, routine correspondence, and general inquiries professionally and promptly.
• Direct inquiries, relay messages, and support clear communication with internal and external stakeholders.

Strategic Focus Activities The Membership & Events Specialist primarily supports senior management in three key areas: 1. Child Care Resource Center (CCRC) Membership Services for ECLC’s Associate ED of Programs, statewide Membership Meetings and additional peer learning communities.

• Coordinate scheduling of meetings, agendas, technology support, logistics, minutes, meals, and follow-up.
• Maintain membership distribution lists, CCRC New Director folders, Welcome to the Network sessions, and member communications.

2. Main OCFS Contract reporting for the ECLC Associate ED of Programs

• Organize and maintain documentation, track deliverables, and complete quarterly quality audits.
• Support preparation of Quarterly Report Narrative and Deliverables Matrix to submit to Contract Managers at the end of every quarter.

3. Annual Meeting and Leadership Summit coordination. · Work with Leadership Team to schedule and manage all facets of these two key events. Qualifications Education & Experience

• Bachelor’s degree required.
• Minimum of three years of administrative or office support experience; program coordination, policy analysis, human services, or related fields; nonprofit or early childhood experience preferred.
• Minimum two years of membership/account management, budget management or vendor coordination.
• Minimum two years of experience in technical writing and documentation.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and data management tools.
• Proficiency in Constant Contact and Canva.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills, including public speaking.
• Ability to manage multiple projects, meet deadlines, and work both independently and collaboratively.
• Ability to build collaborative relationships with diverse stakeholders.
• Ability to maintain professionalism, discretion, and confidentiality.

ECLC Commitment ECLC is an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive, equitable, and respectful workplace culture. ECLC does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, business need and background check. At-Will Statement Employment with ECLC is on an at-will basis. This means that either you or the organization may terminate employment at any time, for any reason or no reason, with or without cause, and with or without advance notice, subject to applicable laws and regulations. Work Environment

• Primarily sedentary work performed at a computer.
• May be required to work additional hours beyond the standard work schedule for events

Flexible work from home options available.