Senior Manager, Institutional Advancement Ope

New York Hall of Science; New York (NY); Hybrid; USD 88,000 - 92,000; Full time

Benefits offered by this job

Health insurance

Paid vacation and sick leave

13 paid holidays

401k plan and pension

Free onsite parking

Job summary

The New York Hall of Science (NYSCI) in Corona, NY invites applications for the Senior Manager, Institutional Advancement Operations. This full‑time, hybrid role supports fundraising by coordinating pre‑award activities, proposals, and post‑award stewardship to help NYSCI reach multi‑million dollar goals.

You will oversee donor records in Raiser's Edge, collaborate with program and finance teams, and lead administrative functions that keep the IA team efficient and effective.

Qualifications

• BA required and nonprofit development experience.
• Five years of nonprofit development or advancement administration experience.
• Experience with federal/state/local government funding proposals is preferred.

Responsibilities

• Oversee pre‑award and post‑award administration for government funding and grants.
• Coordinate pre‑award activities, proposals, reports, and renewals.
• Maintain grant calendars, records, and deliverables with cross‑functional teams.
• Manage CRM data in Raiser's Edge and coordinate with Program and Finance teams.

Skills

Interpersonal communication

Communication skills

Grant administration

Team coordination

Data management

Education

Bachelor's degree

Tools

Raiser’s Edge

MS Office

Google Workspace

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Senior Manager, Institutional Advancement Ope

Development Full Time Professional Corona, NY, US

5 days ago Requisition ID: 1093

Salary Range: $88,000.00 To $92,000.00 Annually

Position Title

Rate of Pay

Senior Manager, Institutional Advancement Operations

$88,000 – 92,000 per year

Department

Work Location

Institutional Advancement

Hybrid – 3 days On-site

Reports to

Work Schedule

Chief Advancement Officer

FLSA Status

Position Classification

Exempt (Professional)

Since its founding at the 1964-65 New York World’s Fair, the New York Hall of Science (NYSCI) has inspired millions of people — children, teachers, and families — by offering innovative, participatory ways to learn and encouraging people to explore their curiosity and nurture their creativity. Located in Queens, the most ethnically diverse county in the country, NYSCI welcomes 400,000 visitors each year and serves thousands more through outreach in schools, teacher professional development, and participation in a variety of public events and research initiatives.

NYSCI is a leader in the science museum field, recognized for its highly regarded exhibitions, programs, and products, all of which are informed by our inclusive, research-derived approach to STEM learning and engagement called Design, Make, Play. The defining characteristics of Design, Make, Play— open-ended exploration, imaginative learning, personal relevance, deep engagement, and delight — are the ingredients that invite broad participation in STEM and make engagement and learning irresistible. Through this transformative model for STEM exploration, NYSCI engages a broad community of learners in STEM by fostering the excitement of self-directed exploration and by tapping into the joy of learning intrinsic in young people’s play. NYSCI has approximately 100 full-time and over 130 part‑time and casual staff members.

POSITION OVERVIEW

The Institutional Advancement team comprises 10 full‑time staff members who raise more than $12 million annually to support NYSCI’s education and youth and workforce development programs, exhibit development, educational research initiatives, public programs, and the organization’s overall operations .

The Senior Manager, Institutional Advancement Operations, will be an important member of the team responsible for raising $6- $7 million in programmatic funds annually from private and public institutional funders, including foundations, corporations, and government agencies. Reporting to the Chief Advancement Officer, the Senior Manager will be responsible for the administrative and operational coordination of institutional funding opportunities for the programmatic fundraising team, including pre‑award support for private and public funding opportunities, to support the growth and stewardship of NYSCI's base of institutional funders. They will also work closely with the Chief Advancement Officer, other members of the Institutional Advancement team, and other staff , as needed, on pre‑award coordination and post‑award stewardship support, and to support the fundraising efforts of the IA Team, which in turn help fund the work, mission, and institutional goals of NYSCI.

Main responsibilities will include pre‑award coordination, proposal development support, and post‑award stewardship support, with an emphasis on grant submissions and on ensuring the core administrative functions of the programmatic fundraising team operate smoothly and efficiently by managing and maintaining the team’s organizational tools and processes. Additionally, the successful candidate will: oversee team portfolios and progress toward goals; assist with the team’s development and submission of proposals and reports; provide administrative guidance to program staff; and manage all aspects of data management in the IA Team’s CRM, Raiser’s Edge. The successful candidate will partner with Program and Finance teams to coordinate cross‑functional pre‑award activities and support post‑award obligations, including tracking deliverables, gathering programmatic information, and coordinating narrative reports, as needed. The Senior Manager will have primary responsibility within Institutional Advancement for administering noncompetitive public funding and grants from designated government agencies assigned to the department, including coordinating submissions, maintaining grant calendars and records, tracking requirements and deliverables, coordinating programmatic reports, and serving as Institutional Advancement’s primary liaison with Program and Finance teams.

PRINCIPAL RESPONSIBILITIES

• Manage and maintain the Institutional Advancement team’s dashboard and institutional funding and grant tracking tools. Collaborate with Marketing and Finance staff to gather data, track and summarize progress across critical metrics to deliver on the mission and vision of the Institutional Advancement department and NYSCI.
• Oversee the accuracy, maintenance, and proper use of donor, partner, and prospect records in Raiser’s Edge and Raiser’s Edge NXT, including creating opportunities; adding notes, actions, and attachments; revising and updating records; and running queries and reports. Coordinate with Finance to align relevant grant and revenue information without duplicating Finance’s official records.
• Collaborate and liaise with museum staff and external partners as needed to communicate project goals, objectives, and deliverables; assist in resolving questions related to submissions, programmatic deliverables, and grant requirements with funders, Principal Investigators, Finance, and other internal stakeholders.
• Support systems that provide effective departmental organization, coordination, and communication, and ensure efficiency; schedule meetings, produce agendas and meeting notes, and ensure follow‑up on action items.
• Coordinate cross‑functional pre‑award activities, including establishing timelines, facilitating internal review, and gathering proposal materials. Following an award, support Program teams and Finance by tracking programmatic milestones and coordinating materials for progress reports, renewals, amendments, and extensions.
• Lead pre‑award and post‑award administration for noncompetitive public funding and grants from designated government agencies assigned to Institutional Advancement. Responsibilities include maintaining grant calendars and records; coordinating submission, reporting, renewal, amendment, extension, and closeout requirements; gathering narrative and programmatic materials; tracking milestones, deliverables, and deadlines; communicating requirements to stakeholders; and coordinating with Program teams, Finance, and funders.
• Other related duties and responsibilities, as assigned

QUALIFICATIONS

• BA required
• Minimum of five years of non‑profit experience in a development/advancement department, with an emphasis on administrative functions, recordkeeping, and stewardship systems.
• Demonstrated experience supporting federal, state, or local government funding proposals and related pre‑award and post‑award processes required.
• Experience at a science center/natural history museum/children’s museum or STEM education institution is preferred but not required

REQUIREMENTS

• Experience coordinating financial materials related to grants with Finance, including materials for government funding opportunities.
• Must be a highly organized, detail‑oriented, creative self‑starter who can solve problems and manage multiple projects simultaneously, often under time constraints.
• Excellent interpersonal and communication skills, with a strong ability to express ideas clearly in both written and oral formats.
• Experience coordinating with Finance to obtain revenue information needed for fundraising forecasts, funder communications, and stewardship.
• Working knowledge of government funding solicitations, proposal requirements, reporting processes, and cross‑functional submission workflows required.
• Ability to function in a Mac environment. Proficiency in MS Office applications, Google Workspace, and Raiser’s Edge (or similar database).
• Sophisticated understanding of the recordkeeping and stewardship systems to support and grow a successful donor relations program (Raiser’s Edge, MS Office (Excel, Word, and PowerPoint), Google Suite (Docs, Sheets, Slides, etc.).
• Demonstrated donor research skills including familiarity and/or experience with RelPro, RelSci, iWave, Foundation Search, and/or other prospecting tools.
• Experience working with diverse teams (within the department, cross‑departmentally, and with external partners) with the ability to harness team creativity and translate into effective fundraising.
• Ability and willingness to participate in occasional events outside the workday schedule.

COMPENSATION Commensurate with education, skills, and experience; salary range is $88,000-$95,000.

PHYSICAL REQUIREMENTS

• Must be able to perform repetitive tasks, such as typing, reaching, and handling various materials.
• Requires the ability to stand, walk, and move throughout the facility for extended periods

BENEFITS

NYSCI strives to be an inclusive place to work. We work to foster multiple voices and perspectives, empower staff as problem solvers, and support professional growth for all.

The New York Hall of Science also offers generous benefits and perks for all regular full‑time employees. These currently include:

• Health, dental, and vision insurance options
• Flexible spending accounts for healthcare, dependent care, and commuter benefits
• Pension plan and 401k plan
• Free life insurance coverage
• Paid vacation and sick leave
• 13 paid holidays off
• Employee Assistance Program
• Free onsite parking

The New York Hall of Science is an equal‑opportunity employer committed to fostering an inclusive and innovative environment with the best employees. We provide employment opportunities without regard to age, race, color, ancestry, national origin, religion, disability, sex, gender identity or expression, sexual orientation, military service, marital status, or any other protected status in accordance with applicable law. We support a drug‑free workplace.

If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.

We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.