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Jobs

AIA New York and the Center for Architecture are equal opportunity employers, encouraging diversity and welcoming applicants of all backgrounds.

Office Manager

DEPARTMENT: Operations
SUPERVISORS: Executive Director, Finance Director
CLASSIFICATION: Full-time non-exempt
SALARY: $48-$52,000
EST. START DATE: August 30, 2021

POSITION DESCRIPTION: The American Institute of Architects New York Chapter (AIANY) and the Center for Architecture (CFA) are seeking candidates with a background in non-profit operations/administration for the position of Office Manager. This full-time opportunity is ideal for candidates with an interest in non-profit operations, cultural institutions, and/or professional membership associations. A successful candidate for this position will be industrious, efficient, comfortable working with a range of people, helping to achieve operating efficiency within the organization.

The Office Manager reports to the Executive Director and Finance Director, works closely with the senior management team, and supervises four part-time front desk/reception staff.

PRIMARY DUTIES AND RESPONSIBILITIES:
The Office Manager’s responsibilities are in 3 categories:

Office Operations Management:
• Field and triage general phone and email inquiries.
• Supervise part-time CFA Front Desk staff, and ensure they are completing daily tasks and special projects.
• Manage the AIANY document sales program, including completion of orders and management of inventory.
• Maintain inventory of office supplies and conduct supply ordering as necessary.
• Oversee operations of office equipment, including photocopier and postage meter, etc.

Event Logistics Coordination:
• Manage the CFA’s master calendar of space bookings.
• Work closely with the A/V Manager, Operations Manager, and Facilities Manager to ensure that staff and resources are properly planned for events.
• Support the event scheduling and logistics needs of 4 partner organizations that co-locate at the Center for Architecture.
• Schedule catering, beverage service, floor plans for internal programs and events taking place the Center.
• Manage events on-site, as needed.

Executive Director/Board/Senior Management Support:
• Manage the Executive Director’s calendar and daily schedule and ensure that the Executive Director and his office are prepared for meetings.
• Book travel, lodging, and meal reservations for Executive Director, senior management, and Board members.
• Some email and phone correspondence on behalf of the Executive Director is required, mainly in the areas of scheduling meetings, meeting follow-up tasks, and logistical inquires.
• Coordinate scheduling and prep work for AIANY and CFA Board meetings, including the dissemination of materials and information required by Board members to participate in said meetings.
• Coordinate logistics for a series of special programs (approximately 6-8 per year) initiated by the Executive Director.

This is a dynamic position that is responsive to the growth and change of the organizations. Other duties and responsibilities may be assigned based on candidate skill and organizational priority. Some evening hours will be required.

SKILLS, EDUCATION, AND BACKGROUND:
The ideal candidate will have the following:
• Bachelor’s Degree
• 2-3 years’ work experience in an office management or administrative role.
• Excellent computer skills, particularly with Microsoft Office and G Suite apps. Experience with Salesforce is a plus.
• A proven track record of supporting senior management and organizational leaders.
• Ability to manage multiple schedules, including predicting the needs of leaders and meeting/event attendees for various appointments.
• Solid organizational skills.
• Ability to multi-task. This means you are able to receive many incoming tasks and requests, prioritize them, and effectively complete them.

BENEFITS:
All full-time employees of AIA New York and the Center for Architecture receive, after a 60-day evaluation period, a comprehensive benefits package that includes employer-paid medical, dental, vision, and life insurance, 15 days of paid vacation and 10 paid sick days. Employees with 1 year of service are eligible for a 401(k) plan that includes a 3% employer contribution.

APPLICATION INSTRUCTIONS:
Qualified applicants should send a cover letter and resume to Mary Fichtner, Operations Manager, at jobs@aiany.org. Please put the job title and your last name in the subject line; attach the cover letter and resume as a single PDF. No phone calls, please.

Development Associate

The Development Associate reports to the Deputy Director and will assist the Grants and Foundation Relations Manager and the Development Manager for Special Events with all aspects of developing, implementing and managing fundraising activities, events, and scholarship programs, in addition to administrative work, financial reporting and accounts receivable for the Development Department. Responsibilities Include:

Development Administration
• Assist in all cultivation activities and initiatives, including committee meetings, coordination of mailings, solicitation packages and appropriate donor contact and follow-up communications related to fundraising
• Research donors and prospects and conduct donor analysis when necessary
• Manage all fundraising data in Salesforce database including the input of pledges and payments and the execution of invoices, receipts and any additional donor acknowledgment
• Maintain Development financial records, generating regular reports both internally for the department and for the CFO, Audit and Finance Committees and others as needed
• Act as primary point of contact for Accounts Receivable related to all pledges and event revenues, working closely with bookkeeper and CFO

Special Events
• Coordinate invitation mailings, solicitation packages and appropriate donor contact and follow-up
• Serve as primary point of contact for event-related inquiries
• Assist in managing event budgets
• Assist with printed material content, trafficking, and distribution; act as liaison to printers and graphic designers
• Coordinate event logistical efforts (e.g., script, presentation, run of show)
• Manage all fundraising data in Salesforce database including the input of payments and the execution of invoices and receipts
• Assist with donor and vendor programming as needed, including coordinating virtual webinars, data input and payment tracking, and prospecting and soliciting vendors.

QUALIFICATIONS:
• Bachelor's Degree required
• 1-3 years of relevant work experience
• Demonstrated interest in the arts and cultural and/or architecture and design world
• Experience with the creation and management of financial documents (MS Excel)
• Knowledge of fundraising software and databases (Salesforce)
• Ability to handle and prioritize multiple, simultaneous projects
• Strong organizational skills
• Strong written and presentation skills
• Polished and professional manner with great customer service and phone etiquette
• Comfortable liaising with high level donors
• Upbeat, outgoing, motivated self-starter

SALARY AND BENEFITS:
Salary range of $48,000 - $52,000, commensurate with experience. All full-time employees of AIA New York and the Center for Architecture receive, after a 60-day evaluation period, a comprehensive benefits package that includes employer-paid medical, dental, vision, and life insurance. Employees with 1 year of service are eligible for a 401(k) plan that includes a 3% employer contribution.

APPLICATION INSTRUCTIONS:
Qualified applicants should send a thoughtful cover letter and resume to jobs@aiany.org. Please put the job title and your last name in the subject line; cover letter and resume should be attached to the email as a single PDF. No phone calls, please.

School Programs Coordinator

The School Programs Coordinator has primary responsibility for the Center for Architecture’s Student Day programs: two-hour Center-based workshops or 1-2 session online workshops that introduce K-12 classes to fundamentals of architecture through discussions and hands-on activities. The Coordinator will teach the majority of these workshops, as well as manage all administrative aspects of the program. In addition, the Coordinator will teach in and assist with the administration of CFA’s other school programs as time allows. During summer and over school vacations, the Coordinator will assist with our youth and family programs. The Coordinator reports directly to the Director of Education and has regular interaction with the other members of the Center for Architecture staff and staff of the American Institute of Architects NY Chapter, our partners at the Center.

Responsibilities:
• Manage the Center’s K–12 Student Day school programs. Duties include:
o school outreach and communication
o program registration and invoicing
o overseeing program schedule, supplies and resources
o assigning other educators to teach as needed
o program documentation and evaluation
o tracking program statistics
o maintaining contact database
• Teach Student Day programs for visiting K-12 classes (typically 3-5 mornings per week)
• Assist with coordination and teaching of other school programs including Learning By Design:NY residencies and our After-School partnership with the NYC Department of Youth & Community Development
• Teach Saturday Family Day programs for youth ages 5+ and their caregivers; approximately 3-4 times/year (comp time will be provided for weekend days worked)
• Assist with administration and teaching of Summer and Vacation Programs when school is not in session, including: registration and program planning; assisting with design activities in the classroom; check-in/check-out; ordering/managing supplies, field trips and lunch supervision
• Evaluate, refine and develop new K-12 educational programs in collaboration with Director of Education
• Assist with annual Building Connections exhibition of K-12 student work in collaboration with Director of Education and CFA Exhibitions staff
• Attend networking and community events on CFA’s behalf
• Other administrative duties as required

Qualifications:
This position requires an energetic and organized individual with experience in Arts Education/Administration who is committed to supporting and expanding the Center for Architecture’s built environment education programs. CFA is a small staff where collaboration, flexibility and teamwork are essential. The right candidate will have:
• Bachelor’s or Master’s degree in architecture, design, engineering and/or arts education
• At least 2 years’ experience leading hands-on art/design projects with K–12 youth groups in a school, museum or community setting
• Excellent classroom management skills and interest in teaching diverse populations with varying learning abilities
• Familiarity with NY State Blueprint for Teaching and Learning in the Arts, STEM and Common Core State Standards
• Strong project managements skills, able to coordinate multiple projects simultaneously, prioritize tasks and meet deadlines
• Excellent computer skills that include MS Office, Salesforce, Adobe Suite, email/web platforms, photo-editing and basic graphic design
• Professional and friendly manner
• Ability to take initiative and work both independently and collaboratively
• Excellent interpersonal and verbal/written communication skills
• Strong attention to detail, thorough and accurate work habits
• All Center for Architecture Education staff must be fully vaccinated against COVID-19.

Salary Range:
$48,000 - $52,000

BENEFITS:
All full-time employees of AIA New York and the Center for Architecture receive, after a 60-day evaluation period, a comprehensive benefits package that includes employer-paid medical, dental, vision, and life insurance, 15 days of paid vacation and 10 paid sick days. Employees with 1 year of service are eligible for a 401(k) plan that includes a 3% employer contribution.

APPLICATION INSTRUCTIONS:
Qualified applicants should send a thoughtful cover letter and resume to jobs@aiany.org. Please put the job title and your last name in the subject line; cover letter and resume should be attached to the email as a single PDF. Applicants that do not follow these instructions will not be considered. No phone calls, please.
Volunteers

AIA New York and the Center for Architecture often seek volunteers to support a wide variety of programming. Check back here for updates.

K-12 Volunteers

Volunteering at the Center for Architecture is a great way to contribute to the community, learn new skills, and have fun! We often need volunteers for the following:

Family Day Programs: Weekend public programs for children ages 5-13 and their parents.
Vacation Programs: 3-day thematic programs for children grades 3-8.
Summer Programs: 5-day thematic programs for children grades 3-12.
Reviewers: Architectural reviewers for middle school and high school students.

For more information, download the K-12 Volunteers application form below.

Apply

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