Job Abstract

Administrative Coordinator

Director of the LuEsther T. Mertz Library

The Administrative Coordinator will provide high-level support of the Director of the LuEsther T. Mertz Library. Responsible for general oversight of divisional and administrative details; ensures the successful coordination and execution of day-to-day office operations, including ongoing budget reconciliations and communication with patrons, customers, and vendors. Prepare reports, track budget information, prepare expense reports, and assist with proof reading and editing of reports and grant proposals.

The LuEsther T. Mertz Library is part of the NYBG Science division. This position works collaboratively across the NYBG Science Division to support cohesive administrative operations.

• Aids in establishing short and long-range division-wide project schedules to ensure compliance with deliverables and deadlines.
• Provides administrative support for all Library and Science staff, as needed.
• Maintains relationships and liaises with all levels of administration, staff, and outside vendors to coordinate administrative activities, to carry out management directives, and facilitate the resolution of problems.
• Assists Director with confidential personnel and budget matters, and associated polices.
• Schedules appointments and meetings; keeps calendars and covers phone lines; assists with payroll processing and maintains annual attendance tracking reports.
• Keeps divisional files up to date and in order.
• Monitors, verifies, and reconciles expenditure of all budgeted funds monthly and during fiscal year-end closing and audit processes.
• Assists with data input and extraction from financial reporting software.
• Administers divisional contracts and agreements in accordance with Garden policies and requirements; ensures all potential contracts are fully vetted through proper channels.
• Monitors inventory of office supplies and the purchasing of new material with attention to budgetary constraints; assist with tracking of in-house member materials and premiums.
• Processes bills, payments, check requests, and other documents; generates internal and external communications for the department; expedites IT, supply, and other requests.
• Regularly tracks financial commitments and expenses related to subscriptions, dues, and maintenance contracts during the year.
• Coordinates organizing of the department’s tours, events, luncheons.
• Other related duties, as needed.

• Two to five years of experience in an administrative role in a not-for-profit organization; cultural institution experience preferred.
• Strong varied computer skills including Microsoft Office (Word, Excel, PowerPoint) and internet research skills.
• Must possess excellent organizational skills and have the ability to handle a multitude of various tasks, as well as pay meticulous attention to details.
• Must have a professional manner and the ability to multitask under pressure.
• Needs strong interpersonal and professional oral and written communication skills and have the ability to function as a team player in a collaborative environment.
• College, secretarial, or business school training.

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, sit for extend periods.

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

Baseline Work Schedule:

Monday-Friday, 9am to 5pm, 35 hours per week.