New York Botanical Garden Careers - Coordinator Of Administration, Capital Projects And Operations
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Overview
Job Description
NYBG Job Description
Title
Reports to
Coordinator of Administration, Capital Projects and Operations
Senior Manager of Administration, Capital Projects and Operations VP for Capital Projects
AVP for Capital Projects
Position Summary:
The Coordinator of Administration, Capital Projects and Operations provides comprehensive administrative and operational support to the Senior Manager of Administration, Capital Projects & Operations, the Vice President and Associate Vice President for Capital Projects, with backup support for the other operations within the division.
The Coordinator plays a key role in ensuring the smooth execution of capital projects by managing communications, coordinating schedules, preparing reports, tracking budgets, and assisting with document preparation and review. The ideal candidate is a proactive self-starter who works independently with minimal supervision while collaborating effectively with team members across the institution.
Specific Duties & Responsibilities:
General Administrative Support
- Schedule and confirm meetings; draft correspondence; prepare agendas.
- Type contracts, monitor departmental budgets, provide phone coverage, file documents, order supplies, process payments, and oversee general office operations.
- Distribute mail, route phone calls, prepare purchase orders and requisitions, process invoices, and update Twosome accounting project spreadsheets.
Administrative Project Coordination
- Assist in preparing and organizing planning and construction documents, contracts, change orders, and related materials.
- Track and monitor departmental budgets and expenses; prepare and submit expense reports.
- Support review and processing of contractor payments; ensure completeness before submission to Finance.
- Welcome vendors, contractors, and internal/external stakeholders by coordinating onsite and virtual meetings.
Documentation & Compliance
- Maintain documentation, records, and compliance materials for both capital and operational workflows.
- Support administrative and reporting needs across capital and operational functions.
Perform additional tasks as assigned to support the division's priorities.
Qualifications:
- 2-5 years of administrative or coordinator experience, preferably in a nonprofit or cultural institution.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and internet research.
- Exceptional organizational skills and attention to detail.
- Professional demeanor with strong interpersonal and communication skills.
- Ability to multitask and manage priorities in a fast-paced environment.
- Formal administrative support training strongly preferred.
- College degree preferred.
Physical Demands & Work Environment:
Long periods in front of a computer processing required documents, payments, and correspondences.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Baseline Work Schedule:
Monday-Friday 9am-5pm
Salary is commensurate with experience within the range of $57,000-$62,000.
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