Operations Coordinator

JOB TITLE: Operations Coordinator

DEPARTMENT: Operations

REPORTS TO: VP for Operations and Capital Projects

About The New York Historical

New York’s first museum, The New York Historical is a leading cultural institution documenting over 400 years of American history through a peerless collection of art, documents, and artifacts. Our offerings span groundbreaking exhibitions; acclaimed educational programs for teachers and students nationwide; and thought-provoking conversations among leading scholars, journalists, and thinkers about the past, present, and future of the American experiment. The New York Historical is a museum of museums and a collection of collections. We are home to the Patricia D. Klingenstein Library, the Center for Women’s History, the Reiss Family Graduate Institute for Constitutional History, the Dorothy Tapper Goldman Center for Teaching Democracy, the DiMenna Children’s History Museum, and the future American LGBTQ Museum. We elevate the perspectives and scholarship that define the United States’ democratic heritage and challenge us all to shape our ongoing history for the better.

Job Summary

The Operations Coordinator provides critical administrative, organizational, and operational support to the museum’s Operations Department. This role is responsible for maintaining departmental records, coordinating communications, assisting with facilities and vendor processes, and supporting the efficient execution of daily building operations.

Essential Job Duties

• Provide day‑to‑day administrative support to the VP for Operations & Capital Projects, including scheduling meetings, preparing agendas, and maintaining departmental calendars;
• Draft, proofread, and format correspondence, reports, and internal communications;
• Maintain organized digital and physical filing systems for contracts, invoices and departmental records;
• Assist with processing purchase orders, invoices, and expense reports in accordance with institutional procedures;
• Prepare NYC/DDC requisitions and supporting documentation (e.g., certified payroll, insurance, bonds);
• Maintain Anticipated Cost Reports (ACR) and capital project financial tracking tools;
• Support the tracking of facilities requests across the museum; Coordinate with internal teams to ensure timely resolution of operational needs;
• Monitor supply levels and place orders for departmental materials, office supplies, and equipment;
• Assist with preparing spaces for meetings, events, and staff activities, including room setup and basic logistical support;
• Maintain up‑to‑date vendor contact lists and assist with scheduling vendor visits and service appointments;
• Track contract renewals, service agreements, and compliance documentation;
• Support the Operations team in gathering quotes, comparing services, and preparing documentation for procurement;
• Enter and update data in operations systems, logs, and tracking tools;
• Assist in generating routine reports on facilities requests, vendor activity, and departmental metrics;
• Serve as a personable, responsive point of contact for staff inquiries related to operations, facilities, and general administrative needs;
• Support internal communications related to building updates, closures, maintenance schedules, and emergency procedures;
• Participate in departmental and all‑staff meetings, taking notes and distributing them as needed;
• Other duties as assigned.
  
  
  

Requirements

• Bachelor’s degree or equivalent training, or related experience;
• A minimum of 2-3 years of professional administrative experience required; non-profit or museum experience is a plus;
• Strong organizational skills with the ability to manage multiple tasks and projects simultaneously. Must be able to meet critical deadlines and determine the priority of assignments;
• Excellent written and verbal communication skills; Must possess strong interpersonal skills needed to communicate with various stakeholders;
• Proficiency and working experience with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Meet, Calendar); comfort learning new systems and tools;
• Ability to work both independently and collaboratively, and maintain a solutions‑oriented approach;
• Interest in museum operations, facilities management, or nonprofit administration is a plus;
• Regular on‑site availability to support daily museum operations;
• Occasional early mornings, evenings, or weekend availability may be required for events or building needs.
  
  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee with or without accommodation, to successfully perform the essential functions of this job.

At times, this is a sedentary role using a computer; however, some filing or shelving is required. This would require the ability to lift files, open filing cabinets and bend or stoop as necessary. The candidate must have the ability to lift up to 20 lbs. occasionally and move around the building as needed.

Compensation & Benefits

The expected salary range for this position is $55,000 - $60,000. The successful candidate will be offered a salary based on specific factors such as their individual qualifications, experience, and internal equity considerations.

New York Historical provides a generous benefits package for eligible employees to support their health and wellbeing, which includes:

• Paid time off, including vacation, sick and personal days, and holidays observed by the Museum;
• Medical, dental, vision and life insurance;
• Short and long-term disability coverage options;
• 403(b) retirement plan with eligibility for employer contributions following one year of full-time service;
• Flexible spending accounts for health-related expenses, dependent care, and parking and transit expenses;
• Employee Assistance Program for all employees and their families;
• 20% discount at the NYHistory Store;
• Free admission to various museums and cultural institutions across the city.
  
  
  

The New York Historical is an Equal Opportunity Employer.