Administrative Coordinator

Exhibitions and Audience Engagement Bronx, New York

The Administrative Coordinator will provide high-level support for the Vice President and departments (Exhibitions and Programming) they oversee. Responsible for general oversight of divisional and administrative details; ensures the successful coordination and execution of day-to-day office operations, including ongoing budget reconciliation and communication with artists, designers, and vendors. Prepare reports, track budget information, prepare expense reports, administer contracts, and assist with proof reading and editing of reports and grant proposals. 

Additionally, this position supports, through actions and conduct, NYBG’s Inclusion, Diversity, Equity and Accessibility initiatives and helps to build and maintain an inclusive organization culture throughout the institution.

The New York Botanical Garden is committed to an inclusive, diverse, equitable, and accessible work environment, and further recognizes that diversity in our workforce fosters excellence in our mission of advocating for the plants of the world. Leveraging the strong foundation of existing policies and practices, NYBG will advance inclusion, diversity, equity, and accessibility through a number of institutional initiatives. Our aspiration is to continue to cultivate a workforce and institution that is as diverse as the communities we serve and the audiences we engage.

Specific Duties and Responsibilities:

  • Responsible for general oversight of divisional administrative details; ensures the successful coordination and execution of day-to-day office operations, including ongoing budget reconciliation and servicing inquiries.
  • Maintains relationships and liaises with all levels of administration, staff, and outside vendors to coordinate administrative activities and carry out management directives.
  • Partners closely with Information Technology, Human Resources, and Finance on matters related to technology and systems, staffing, and budgets.
  • Assists VP with confidential personnel and budget matters and associated policies; assists with time sheet processing.
  • Monitors, verifies, and reconciles expenditure of all budgeted funds monthly and during fiscal year-end closing and audit processes.
  • Assists with data input and extraction from financial reporting software; processes bills, payments, check requests, and other documents.
  • Administers divisional contracts and agreements in accordance with Garden policies and requirements; ensures all contracts are fully vetted through proper channels.
  • Provides administrative support for all Exhibitions and Programming staff as needed, as directed by the VP.
  • Generates internal and external communications for the department; oversees IT, supply, and other equipment purchasing and servicing requests.
  • Schedules appointments and meetings and keeps calendars and covers phone lines.
  • Coordinates organizing of the department’s tours, events, luncheons
  • Other related duties as needed.

Requirements:

  • Two to five years of experience in an administrative role in a not-for-profit organization; cultural institution experience preferred
  • Strong computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet research skills
  • Must possess excellent organizational skills and have the ability to handle multiple tasks with meticulous attention to details
  • Must have a professional manner and the ability to multitask under pressure.
  • Needs strong interpersonal and professional oral and written communication skills, and have the ability to function as a team player in a collaborative environment
  • College degree preferred.
  • Must have a valid driver's license.

Please be advised, as a term and condition of accepting a job offer the candidate for employment must submit proof of full vaccination.  Candidates for employment unable to submit proof of full vaccination at the time of the offer will not be considered for employment.

This policy is subject to the reasonable accommodation provisions of Title VII and the American for Disabilities Act (ADA) and other EEO consideration.  If you believe that because of a disability or a sincerely held religious belief that you may be entitled to a reasonable accommodation or exemption to this policy please contact [email protected].

If you require an accommodation for any part of the application process, please notify the Human Resources department at [email protected]

EOE/BIPOC/F/Persons with disabilities/Veterans