NYBG Job Description

Title

Reports to

Coordinator of Administration – Horticulture, Exhibitions & Programming (Part-time)

Arthur Ross Vice President for Horticulture & Living Collections

Position Summary:

This in-person, part-time (3 days a week) position supports effective scheduling, planning, administration, and communication projects for the New York Botanical Garden’s Horticulture and Exhibition and Programming teams. The Coordinator will maintain key relationships with Garden staff and support Horticulture and Exhibitions & Programming teams in scheduling, time-keeping, procurement, budget management, and project implementation and tracking.

Specific Duties & Responsibilities:

• Responsible for supporting the Manager of Administration in ensuring 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 schedules for key staff members in Horticulture and Exhibitions & Programming.

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

• Coordinates departments’ tours, media appearance, and events, including managing golf cart reservations. Coordinates in-person and virtual meetings, events, and convenings

• Monitors IT, supply, and other equipment purchasing and servicing requests.

• Other related duties as needed.

Qualifications:

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

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

• 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.

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

Physical Demands & Work Environment:

Must be able to sit for long periods of time, must be able to move up to 25 lbs., and must be able to work outdoors as needed.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Part-time 3 days a week (Monday, Wednesday, Friday) 9am – 5pm, with 1-hour lunch.

Payrate: $25/hour