Coordinator of Administration, Information Technology

New York Botanical Garden; New York (NY); On-site; USD 56,000 - 68,000; Full time

Benefits offered by this job

15 Vacation Days

13 Paid Holidays

12 Sick Days

Health and Dental Insurance Coverage

401K

Pension Plan

Job summary

New York Botanical Garden seeks a Coordinator of Administration, Information Technology to support IT leadership, coordinate department operations, and manage budgeting, procurement, and reporting. You will liaise between IT and business stakeholders, ensuring smooth service delivery and project execution.

The role supports Help Desk operations and vendor management, with responsibilities spanning planning, documentation, and cross-functional collaboration across the IT team.

Qualifications

• 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

Responsibilities

• 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.
• 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
• 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

Skills

Administrative support

Operations coordination

Project coordination

Microsoft 365

Budgeting & invoices

Vendor coordination

Communication

Time management

Independent work

IT environment experience

Education

College degree preferred

Tools

ERP system

Project management tools

Copilot in Microsoft 365

SharePoint

Job description

Title

Coordinator of Administration, Information Technology

Reports to

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

EOE