Association Administrator (Temp)

Position Summary:

The Association Administrator (Temp) provides coordination and support of the administrative and financial operations for the MANY staff and office. Responsibilities including database entry and management, grant reporting and management, financial processing and other administrative support as needed.  The Administrator also supports the Executive Director and other team members in board communications and meeting coordination, program planning and implementation. Serves as the primary contact for MANY members and stakeholders.

Requirements:

• Bachelor’s degree
• 3 Years of work experience. Experience in a member organization, museum or nonprofit a plus
• Strong organizational, written, and verbal communication skills.
• Strong technology skills: expertise in Google Workspace, Zoom, and Member/Donor/Event Database management. Familiarity with Quickbooks and experience with Website content a plus
• Familiarity with non-profit finance procedures a plus.

Benefits: Employer paid Health Insurance, Short Term Disability Insurance, Life Insurance, PTO, Employer Matching Contribution to retirement fund after one year of FT employment.

The ideal candidate will be:

• An organized, energetic, persistent, detail-oriented person with a high degree of personal responsibility.
• A person who can take direction and work independently
• A systems and organizations builder is successful using and creating systems and structures to organize information to meet organizational priorities.
• A person who is a lifelong learner and open to learning new things
• A person who is comfortable operating in a co-creation and collaborative role with internal and external partners and who can engage such partners with clear communications, ability to set and manage shared expectations, and a commitment to finding mutually advantageous ways to work together.

General Roles and Responsibilities 

Office Administration/Finance

• Monitor and respond to phone calls and emails
• Process invoices and deposits
• Manage MANY’s donor and member database
• Assists with grant preparation and reporting.
• Maintain federal and state grant financial requests and information

Board Liaison

• Maintain Board Meeting Calendar and the online Board Toolkit
• Assist in the development of board meeting agendas and materials
• Coordinate committee schedules and organize virtual meetings
• Maintains committee notes and website pages
• Coordinate onsite and virtual logistics for board meetings

Membership/Donor Relations

• Receive/Process membership dues & donations
• Respond to member/donor inquiries
• Send membership renewal reminder letters & e-blasts
• Design and share quarterly and annual membership reports
• Execute Annual Appeal mailing, process, and track donations
• Maintain accurate membership and donation records
• Coordinate regular donation and membership acknowledgment mailings

Annual Conference

• Corresponds with annual conference attendees and sponsors
• Administer registrations, name tags & evaluations
• Helps organize conference materials, name badges, and conference registration tables at host site(s).
• Helps prepare conference assessment reports.

Program Support

• Assists with planning & implementation of programs
• Assist with logistics for virtual and/or in-person programs
• Creates program and events registrations
• Confirms availability, coordinates programs with multiple presenters, and collaborates with speakers to develop engaging presentations. Coordinates ASL interpretation and other accessibility needs.
• Works with host site locations to plan and implement programs.
• Creates and develops survey tools to evaluate programs, and writes program reports that include qualitative assessments and quantitative analytics from data provided by the business manager.

Other duties as assigned.

To apply:

Send a cover letter detailing how your qualifications meet the required skills and your resume via pdf attachment via email to [email protected]  with the subject line: Association Administrator (Temp). Submissions without a cover letter will not be considered. Deadline to apply is February 15, 2025.

About the Museum Association of New York

The Museum Association of New York (MANY) helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities. MANY serves over 1,400 museums across New York State including museum studies professors and students, libraries and archives, and museum industry partners. Founded in 1962, MANY is the only statewide museum service organization for New York with 760 member museums, historical societies, zoos, botanical gardens, and aquariums. The 25 members of the board of directors are divided between the ten economic development regions representing the expertise and skills of the diversity of those who call New York home. We produce in person networking and professional development programs in every region of the state and our annual conference attracts over 450 museum professionals. In the past three years over 8,500 people from 48 states and twenty six nations participated in virtual programs that keep our community connected and informed.

The Museum Association of New York is an equal-opportunity employer. Our goal is to be a diverse workforce that is representative, at all job levels, of the museums and museum professionals we serve. We are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.