Database and Office Coordinator

New York Foundation for the Arts
New York, United States
$45,000.00 - $48,000.00
Closing date
May 26, 2022

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Position Type
Fundraising, Prospect Research, Other Fundraising, Administrative, Office Administration
Arts, Community Foundations, Museum, Technology
Employment Type
Full Time
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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.

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:

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

• 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

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).

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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