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Operations Coordinator –Philipse Manor State Historic Site

  • May 24, 2024 12:00 PM
    Message # 13361436
    Megan Eves (Administrator)

    JOB TITLE: Operations Coordinator

    INSTITUTION: Philipse Manor Hall State Historic Site  

    JOB LOCATION: Yonkers, New York 

    INSTITUTION WEBSITE: www.philipsemanorhall.com


    About the Institution

    Philipse Manor Hall State Historic Site is one of the oldest buildings in New York. For nearly 350 years, Philipse Manor Hall has sat at the confluence of the Saw Mill and Hudson Rivers as Yonkers grew out of the vast landholdings of the Philipse family. In 2022, the historic site reopened after undergoing extensive renovations and the installation of a new permanent exhibit, Our Whole History.

    Philipse Manor Hall State Historic Site explores the conflicting interests between the local Lunaape Munsee Native Americans, European Colonizers, and enslaved individuals of African descent.

    Job Description

    DUTIES AND RESPONSIBILITIES:
    Under the direction of the Historic Site Manager (HSM), the Operations Coordinator will:

    • Assist with procurement, including purchasing and accounts payable functions, for all site materials and equipment and assist with request for quotes (RFQ) and bid processes, coordinate site requisitions for supplies from stockroom.
    • Track and maintain updates to site’s discretionary allocation balances and generate reports on weekly revenue, submitting all required paperwork to the Regional Business Office.
    • Reconcile and store appropriate records on purchases for all staff credit cards and provide regional business office with required documentation and reports on a timely basis.
    • Make weekly bank deposits and maintain a digital/hardcopy filing of all receipts in accordance with agency policies.
    • Maintain and report on Asset Cloud property inventory system and enter documentation of warranty and repairs in Asset Cloud records.
    • Track and update the site’s staffing budget projections and generate reports each pay period on the allocation.
    • Manage cash  handling on site including balancing cash register, maintaining records, managing petty cash, etc.
    • Assist Education & Programs Manager with gift shop inventory and purchasing.
    • Assist the Historic Site Manager with hiring and termination paperwork and records.
    • Work with the Education & Programs Manager to promote and advertise Philipse Manor Hall, its public events, and programs. This includes creating and scheduling press releases, distributing flyers, updating community calendars, and assisting with e-newsletters.
    • Develop a marketing calendar and maintain a press list.
    • Promote events on the Philipse Manor Hall social media pages.
    • Coordinate direct mailings to regional libraries and other mailing lists to promote programs; deliver and/or post fliers in public locations as needed.
    • Assist with event rental program, including client relations, paperwork and client/vendor permits.
    • Maintain accuracy of internal calendars to facilitate staff awareness of all activities and to avoid conflicts within the museum building and on the grounds.
    • Record and report site attendance, including online reporting to agency and site’s internal reporting.
    • Assist staff with set-up and clean-up for programs and events; assist staff with enlisting volunteers.
    • Responsible for maintaining a basic knowledge of the site’s history and mission to answer questions and represent the site appropriately.
    • Other assignments as needed.

    QUALIFICATIONS:
    • Two years of administrative experience including cash handling, data entry, office management, reporting; OR two years in an administrative role at a museum, historic society, or other cultural organization. Associate or bachelor’s degree is preferred but not required.
    • Strong organizational skills and demonstrable strength in attention to detail and accuracy
    • General understanding of MS Office suite, Google apps, and social media and web-based services (Facebook, Instagram, EventBrite, MailChimp)
    • Must have skills in organization, time management, effective communication, supervision, and customer service.
    • Must be available to work, on occasion, and with advance notice, some evenings, weekends, and holidays as needed.
    • Must have the ability to perform light to medium physical labor tasks.
    • Must be able to communicate effectively and in writing, with other staff, park patrons, and outside businesses and agencies.
    • Must have good arithmetic, record-keeping and inventory skills.
    • Experience in the use of computers and knowledge of the Statewide Financial System (SFS), Budget Expenditure Tracking system (BETs) and e-settlements as well as online purchasing programs is preferred but not required.

    This Position is: In-Person

    Position Type: Full-Time

    Salary range: $33,000 - $42,000

    Benefits: Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Paid time off, Contribution to Retirement Plan, Tuition assistance Program

    How to Apply: Please download an Employee Application form at https://parks.ny.gov/documents/employment/FillableUpdatedParksEmployeeApplicationS1000Part1Taconic.pdf.  and forward your application and resume, if available, to Philipse Manor Hall, 29 Warburton Ave. Yonkers, NY 10701 or e-mail to philipsemanorhall@parks.ny.gov 

    Job Closing Date: 6/17/2024

The Museum Association of New York helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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