Database and Office Coordinator
- Employer
- New York Foundation for the Arts
- Location
- New York, United States
- Salary
- $45,000.00 - $48,000.00
- Closing date
- May 26, 2022
View more
- Position Type
- Fundraising, Prospect Research, Other Fundraising, Administrative, Office Administration
- Fields
- Arts, Community Foundations, Museum, Technology
- Employment Type
- Full Time
The New York Foundation for the Arts (NYFA) seeks a full-time
Database & Office Coordinator who will support NYFA with its
ongoing integration of NeonCRM across the organization, as well as
assist with the coordination of the general operations of NYFA’s
office space.
KEY ACCOUNTABILITIES:
As a vital member of NYFA and our mission-driven work, the Database
& Office Coordinator will support and train teams to work more
efficiently with and to utilize better NYFA’s NeonCRM system. The
position will also be responsible for assisting with the daily
operations of NYFA office space and enhancing the efficiencies of
general operations. The scope of work will include but is not
limited to the following areas:
ESSENTIAL FUNCTIONS AND BASIC DUTIES:
Database Management
• Analyze each department’s database needs to help streamline and
adjust daily team processes.
• Collaborate and consult with departments to drive and document
team specific data entry procedures.
• Assist departments with global data imports and updates.
• Work with Director of Technology and web developers to determine
how to increase NYFA’s usage of and integration with Neon.
• Lead and develop ongoing trainings for staff in conjunction with
Neon consultants.
• Maintain ongoing quality and integrity of the data in NYFA’s CRM
system.
• Verify, document, update codes, definitions, data entry
standards, and database procedures.
• Establish a system of quality control checks of all data input by
users.
• Plan and execute data clean-up
• Manage data requests and special projects and identify
priorities.
Office Coordination
• Maintain Front Desk Duties (direct phone calls, greet visitors,
and receive deliveries)
• Pick-up and distribute incoming mail, as well as manage postage
for outgoing mail.
• Manage NYFA Inventory, including the purchase of office supplies
and equipment.
• Facilitate periodic space rentals
• Manage vendor relationships for equipment rentals (copy machines,
postage machine, etc.)
• Facilitate the general maintenance of the NYFA Office with
service providers (including repairs and office cleaning)
• Facilitate the purchase and distribution of quarterly transit
passes with NYFA Staff.
• Manage the scheduling and use of NYFA’s conference rooms.
• Assist the Director of Finance & Administration with the
on-boarding of new employees.
Other tasks as assigned by your supervisor
QUALIFICATIONS:
Required:
• 1-2 years’ experience with a CRM system preferably in a nonprofit
setting.
• Excellent research, planning, conceptual, and strategic thinking
skills.
• Must possess excellent judgement with confidential and sensitive
data.
• General knowledge of working in an office environment with
purchasing experience.
Additional skills that would be helpful:
• Strong interpersonal, organizational and communications skills;
must be comfortable in a highly collaborative team
environment.
• Ability to work under deadlines, juggle multiple priorities and
maintain a professional work style.
• Superb attention to detail and superior data entry skills.
• Facilities management experience a plus
COMPENSATION AND BENEFITS
The hiring range established for this position is $45,000-$48,000,
depending on experience, paid time off: vacation, personal and sick
days, 80 percent employer contribution for health insurance with
optional dental and vision, 403b (employer matching contributions
available after a term of employment).
ABOUT NYFA:
The New York Foundation for the Arts empowers artists at critical
stages in their creative lives. NYFA accomplishes this mission by
offering financial and informational assistance to artists and
organizations that directly serve artists, by supporting arts
programming in the larger community, and by building collaborative
relationships with others who advocate for the arts in New York
State and throughout the country.
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