Coordinator of Administration, Information Technology

NYBG Job Description

Title

Reports to

Coordinator of Administration, Information Technology

SVP for IT & CIO

Position Summary:

The Coordinator of Administration, Information Technology is a key member of the Information Technology team, providing comprehensive administrative and operational support to IT leadership while helping coordinate department operations, service delivery, projects, procurement, and communications. This role serves as a liaison between IT and business stakeholders, ensuring efficient departmental operations, exceptional customer service, and successful execution of technology initiatives.

The position supports Help Desk operations, technology purchasing and vendor management, project coordination, budgeting activities, and departmental reporting while contributing to the effective delivery of technology services across the organization.

Specific Duties & Responsibilities:

Administrative and Operational Support

• Provide administrative and operational support to the CIO and IT leadership team.
• Coordinate meetings, calendars, and departmental communications
• Creates reports and presentations.
• Help maintain departmental documentation, records, and operational procedures.
• Maintain office inventory.

Financial & Vendor Administration

• Coordinate technology procurement, quotes, purchase requests, and order tracking.
• Communicate with end users regarding order status and timelines
• Process invoices and assist with budget monitoring and expense reconciliation via our ERP system.
• Maintain software licensing, service agreements, maintenance contracts, and vendor records.
• Support vendor relationships and contract renewal activities

IT Operations & Help Desk Coordination

• Assist logging IT inquiries and service requests.
• Support user communications related to technology services, upgrades, and outages.
• Assist in planning, coordinating, and tracking IT projects and strategic initiatives.
• Maintain project schedules, action items, timelines, risks, and status reports.
• Other related duties as assigned

Qualifications/Competencies:

• Two to five years of experience in administrative support, operations coordination, project coordination, or a related role.
• Strong proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, Copilot, and SharePoint.
• Experience with budgeting, purchasing, invoice processing, and vendor coordination
• Excellent organizational, customer service, communication, and time management skills.
• Ability to manage multiple priorities and work independently
• Experience in an IT environment, Help Desk operations, or project management tools is preferred
• Professional demeanor and strong interpersonal skills
• College degree preferred

Physical Demands & Work Environment:

Long periods in front of a computer processing documents, payments, presentations and correspondences.

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

Baseline Work Schedule:

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

Salary: $62,000

Benefits:

• 15 Vacation Days
• 13 Paid Holidays
• 12 Sick Days
• Health and Dental Insurance Coverage
• 401K
• Pension Plan

If you require an accommodation for any part of the application process, please notify the Human Resources department at [email protected]. 

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.

EOE