Data Operations Coordinator

The New York Botanical Garden; New York (NY); Hybrid; USD 55,000 - 60,000; 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

The New York Botanical Garden is seeking a Data Operations Coordinator to support the Data Strategies & Operations team. This role ensures consistent daily processing coverage, accurate data maintenance, and operational backup across gift processing, reconciliation support, Siriusware workflows, and departmental deposits.

Based in New York, the position reports to the Associate Director, Data Strategies & Operations, and serves as an operational bridge between daily processing needs and systems.

Qualifications

• Experience in data entry, gift processing, or records management.
• Strong attention to detail and ability to maintain accuracy on repetitive tasks.
• Familiarity with databases, spreadsheets, and shared docs; experience with CRM/ERP systems preferred.

Responsibilities

• Process daily gifts and membership transactions with imports and batching.
• Prepare weekly departmental deposits with supporting documentation.
• Assist with reconciliation activities and ERP data review.
• Support ticketing workflows and data quality reviews.
• Maintain donor records, focusing on duplicates and data integrity.
• Serve as a backup during peak periods and absences.
• Document procedures and participate in cross-training for resilience.
• Assist with testing, cleanup, reporting, and CRM/middleware projects as needed.
• Respond to routine data operations questions and escalate complex issues.

Skills

Attention to detail

Data entry

Documentation

Collaboration

Tools

Raiser's Edge NXT

Siriusware

Unit4

Omatic

Microsoft Copilot

Job description

NYBG Job Description

Title

Data Operations Coordinator

Reports to

Associate Director, Data Strategies & Operations

Position Summary

The Data Operations Coordinator supports the Data Strategies & Operations team by providing consistent daily

processing coverage, accurate data maintenance, and operational backup across gift processing, reconciliation

support, Siriusware-related workflows, and departmental deposit activity. The position reports to the Associate

Director, Data Strategies & Operations and serves as an operational bridge between daily processing needs and

systems. The role is designed to strengthen redundancy across the team while supporting the work of the department and its stakeholders.

Specific Duties & Responsibilities

• Process daily gifts and membership-related transactions through imports and manual batching, ensuring accuracy, timeliness, and appropriate supporting documentation
• Prepare and support weekly departmental deposit activity, including coordination of supporting documentation and follow-through on routine processing steps
• Assist with reconciliation-related activities, including research, exception and discrepancy handling, and support for ERP-related data review as assigned
• Support ticketing system workflows, digital card processes, and related data quality review, including followup on exceptions and record cleanup
• Maintain constituent and donor records with attention to duplicate management, coding accuracy, gift documentation, and data integrity standards
• Serve as a trained backup for related key daily operations performed by department staff to ensure coverage during absences or peak-volume periods
• Document procedures, update process notes, and participate in cross-training to support consistent team coverage and operational resilience
• Assist with testing, cleanup, reporting, and project support related to CRM, middleware, ticketing, and other data operations initiatives as needed
• Respond to routine internal questions related to gift and data operations, escalating complex issues to the appropriate team member or manager
• Other related duties as assigned

Qualifications

• Two or more years of experience in data entry, gift processing, records management, database administration support, advancement services, finance operations, or a related administrative/data operations role
• Strong attention to detail and ability to maintain accuracy while managing repetitive, deadline-driven processing work
• Proficiency with databases, spreadsheets, and shared documentation platforms; experience with Raiser's Edge NXT, Siriusware, Unit4, Omatic, or similar systems preferred
• Familiarity with Microsoft Copilot or other AI enabled tools
• Competence with Microsoft Office Suite
• Ability to follow documented procedures, identify exceptions, ask clear questions, and escalating complex issues appropriately
• Strong organizational skills, sound judgment, and ability to balance daily processing with cross-training and project-support assignments
• Clear, professional communication skills and ability to collaborate with internal partners across Institutional Advancement, Membership, Finance, and related teams
• Commitment to data quality, confidentiality, and continuous process improvement

Physical Demands & Work Environment

This position primarily works in an office environment and uses a computer, keyboard, mouse, phone, and standard office equipment for extended periods.

The employee is regularly required to sit, communicate, review information on a screen, type and handle documents. The employee may occasionally stand, walk, reach, lift and/or move office materials up to 25 pounds.

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

Baseline Work Schedule: Full-time Monday through Friday 9am to 5pm onsite, standard NYBG business hours, with schedule adjustments as needed based on operational deadlines, coverage needs, and departmental priorities. Potential for a one remote day per week schedule after a six-month evaluation.

Salary: $55,000-$60,000

Benefits

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

EOE