Basic Functions

The Exhibitions & Programming Administration Coordinator is responsible for effective scheduling, planning, administrative support, and communication projects for the New York Botanical Garden’s exhibition and programming team, as well as providing direct high-level support to the Vice President of Exhibitions & Programming. The Coordinator will maintain key relationships with Garden staff and support the VP and members of the Exhibitions & Programming team in planning, budget development and management, artist/partnership relationships, and project implementation.

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

Specific Duties & 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.

• Assists with data input and extraction from financial reporting software; processes bills, payments, check requests, contracts, and other documents.

• Maintains relationships and liaises with all levels of administration, staff, and outside vendors to coordinate administrative activities and carry out management directives.

• Administers long range exhibition and programming calendars and long-term project development timelines and project overviews in partnership with stakeholders throughout the Garden.

• Assist in preparing written documents, including project and grant proposals, letters, contracts, project overviews, acknowledgements, and other materials as required; design and edit visual presentations, including PowerPoint.

• Conduct research on exhibition and programming subjects and other special projects.

• Coordinates in-person and virtual meetings, events, and convenings.

• Maintains hard copy and virtual filing systems and record-keeping; drive departmental usage of Asana project management software.

• Schedules appointments and meetings and keeps calendars and covers phone lines.

• Coordinates organizing of the department’s tours, media appearance, and events, including managing golf cart reservations.

• Provides administrative support for all Exhibitions and Programming staff as needed, as directed by the VP.

• Generates internal and external communications for the department; monitors IT, supply, and other equipment purchasing and servicing requests.

• Other related duties as needed.

Requirements:

• Bachelor’s Degree preferred.

• Two years of experience in an administrative role; not-for-profit organization or cultural institution experience preferred

• Exceptional time management and organizational skills; sharp attention to detail.

• Needs strong interpersonal and professional oral and written communication skills, including proofreading, and must have the ability to function as a team player in a collaborative environment

• Ability to balance multiple projects in a fast-paced, dynamic environment.

• Willingness to work occasional evenings/weekends for exhibitions and programming events.

• Fluency in Microsoft Office Suite (Microsoft Word, Excel, PowerPoint) required.

• Driver’s license required.

Salary: $ 55,000-$63,000

Benefits:

• 15 Vacation Days

• 12 Paid Holidays

• 10 Sick Days

• Health Coverage

• 401K

• Pension Plan

  If you require an accommodation for any part of the application process, please notify the Human Resources department at HR@nybg.org.

  EOE/BIPOC/F/Persons with disabilities/Veterans

  If you are interested in applying for a position at the New York Botanical Garden, please go to http://www.nybg.org/employment to submit your application.

EOE/BIPOC/F/Persons with disabilities/Veterans