Advancement Administration Specialist

The Advancement Administration Specialist will support operations management, data analysis projects, and communication needs for the New York Botanical Garden’s fundraising program. The Specialist will support the department’s ability to maintain key relationships with Garden staff (full-time and temporary), contractors, and vendors, and support relationship management for the Advancement Administration team, currently comprised of the Chief Advancement Officer and Director of Advancement Administration.

As a member of the Garden’s Institutional Advancement department, three of the main objectives of this position are (a.) to decisively administer the Chief Advancement Officer’s (CAO) calendar, working closely with peer administrators and the President’s Office to ensure the CAO is effectively and dynamically deployed, (b.) to regularly gather, interpret, and report on data-driven projects designed to increase the effectiveness of the Garden’s fundraising operation, and (c.) to maintain the seamless operations of the CAO and Advancement Administration offices.

This position supports, through actions and conduct, the Garden’s Inclusion, Diversity, Equity, and Accessibility (IDEA) initiatives and actively helps to build and maintain an inclusive organizational culture through demonstrated values of teamwork, integrity, accountability, and respect.

Specific Duties and Responsibilities

• Conduct comprehensive analyses of fundraising data to derive actionable insights.
• Produce or assist in select in-person and virtual meetings, events, and convenings.
• Author and edit written documents, including proposals, biographies, reports, letters, acknowledgements, travel itineraries, and other materials as required.
• Design and edit visual presentations, including PowerPoint, photos, event invitations, and handbills.
• Proactively manage calendar for the Chief Advancement Officer, informing CAO and appropriate points of contact of commitments, changes, and deadlines.
• Conduct in-depth research on individuals and other special projects.
• Maintain hard copy and virtual filing systems and record-keeping using the Advancement department’s preferred software.
• Prepare, submit, and monitor budgets, expense reports, reimbursements, purchase requests, and vendor contracts.
• Provide general administrative oversight and support for the Chief Advancement Officer.

Requirements

• Bachelor’s Degree required.
• 1 year of experience in administrative support or data analysis, preferably in a comparable cultural institution, education, or non-profit setting. (Active consideration will be given to candidates who substitute experience for graduate level study in a comparable field.)
• Strong writing, editing, and proofreading skills. 
• Strong math, accounting, or mass data analysis experience.
• Propriety, thoughtfulness, excellent judgement, and discretion in communicating with donors and colleagues at all levels, both verbally and in writing.
• Exceptional time management and organizational skills, sharp attention to detail.
• Ability to balance multiple projects in a fast-paced, dynamic environment. 
• Willingness to work occasional evenings/weekends for events and donor visits.
• Driver’s license required.
• Fluency in Microsoft Office Suite (Microsoft Word, Excel, PowerPoint) required.

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, stand, walk, sit, work outdoors under a variety of weather conditions, and occasionally work under moderate or loud work conditions.

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

Baseline Work Schedule: 

This is a regular part time, salaried position entitled to full benefits.  Work schedule is four days a week from 8:30 to 5:30pm

Salary is commensurate with experience within the range of $55,000-$60,000. 

Cover letter required.

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

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.