Data Operations Coordinator

NYBG Job Description

Title

Reports to

Data Operations Coordinator

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 system-supported functions. 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 escalate 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

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