Coordinator, Facilities & Volunteer

Coordinator, Facilities & Volunteer

The Museum of the City of New York fosters understanding of the distinctive nature of urban life in the world’s most influential metropolis. It engages visitors by celebrating, documenting, and interpreting the city’s past, present, and future. Founded in 1923, the Museum of the City of New York (MCNY) showcases the city’s unique stories and cultural treasures. The country’s first and largest city museum, MCNY presents immersive exhibitions and programs at the intersection of history, popular culture, and art to 200,000 people annually, including 30,000 students and educators, fostering shared identity, civic pride and engagement, and social cohesion for New Yorkers. MCNY has been recognized as one of the leading museums in New York City by publications such as Condé Nast Traveler and the New York Times, with Time Out New York awarding MCNY “Best Museum” in New York in 2021.

The Museum of the City of New York is seeking a highly organized and service-oriented Facilities & Volunteer Coordinator to support daily museum operations and lead a dynamic volunteer program. This position plays a key role in ensuring a seamless visitor experience by coordinating across departments, maintaining facilities operations, and fostering meaningful volunteer engagement.

The ideal candidate is detail-driven, people-focused, and comfortable balancing administrative responsibilities with hands-on operational support in a fast-paced cultural environment. This position reports directly to the Manager, Facilities.

Roles and Responsibilities:

Operations & Administration

• Support the Chief Operations Officer with daily museum operations as needed.
• Record and track daily visitor attendance and sales data.
• Update and edit the museum website in collaboration with the graphic design department.
• Facilitate interdepartmental communication via phone and email.

Facilities & Building Management

• Assist the Building Manager with facilities administration, including:
• Issuing and maintaining staff photo IDs and phone directories.
• Addressing building-related concerns from staff and delegating tasks to maintenance personnel in a timely manner.
• Managing department invoices and check requests as needed.

Reception & Mailroom Management

• Serve as the museum’s receptionist, answering and directing incoming calls professionally.
• Receive and coordinate deliveries, including large shipments for museum events.
• Organize and maintain the museum’s storage and mailroom.
• Distribute incoming mail and packages to staff and departmental mailboxes.

Volunteer Coordination

• Manage and oversee a team of over 60 museum volunteers.
• Conduct interviews for prospective volunteers and facilitate onboarding.
• Schedule volunteer shifts, including information desk coverage and specialized assignments.
• Maintain regular communication with volunteers through a weekly newsletter.
• Act as the primary liaison between docents and the Curatorial Department.
• Track volunteer hours and ensure accurate records.
• Plan and execute three annual department-wide volunteer meetings, including one off-site gathering.
• And other duties as assigned.

A successful candidate will have:

• Minimum of 2 years of experience in facilities coordination, office administration, volunteer management, or a related role, preferably in a museum or cultural institution.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with databases or scheduling software.
• Ability to problem-solve and respond quickly to facility-related issues.
• Experience coordinating volunteers or working with community engagement programs.
• Strong customer service skills and a professional demeanor when interacting with visitors, staff, and volunteers.
• The following certificate of fitness are preferred or the ability to obtain within six months of employment - S-95 Supervision of Fire Alarm Systems, F-03 Indoor Place of Assembly Safety Personnel and F-07 Fire and Emergency Drill Conductor preferred.
• A commitment to diversity, equity, and inclusion and a passion for advancing equity and addressing structural racism within nonprofit organizations.

Physical Requirements & Work Environment:

While performing the essential functions of the job, this role primarily works on Monday-Friday with occasional weekend or evening work required. This position entails occasional weekend work, with schedules determined by operational needs. Work is primarily onsite at the Museum, in an open office plan setting. The Museum environment is fast-paced and workspaces include the Museum’s galleries and classroom spaces. Must be able to remain in a stationary position 50% of the time and able to traverse through office and museum gallery environment. Requires the ability to operate standard office equipment including computers and keyboards for extended periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Specific vision abilities required by the job include close vision, distance vision, color and peripheral vision, depth perception, and the ability to adjust focus. On occasion, the employee may be required to work outside events with weather conditions including heat and cold.

Benefits:

The annual salary for this position is $50,000. The position offers a competitive benefits package including medical, dental, vision, FSA, HSA, life insurance, 401K and a defined benefit pension plan, short and long-term disability, and an Employee Assistance Program, with options for critical illness insurance, accident insurance, legal services, and pet insurance. The Museum provides a paid time off policy that includes 10 days of annual leave, rising to 15 days in year 2, and to 20 days in year 3, plus 12 sick days per year and 12 holidays. Your employment relationship with the Museum qualifies you for free or discounted admissions to other participating cultural institutions.

The Museum of the City of New York is committed to fostering a collaborative and respectful work environment with staff as diverse as New York City and the audiences who are curious about learning more about its history and engaging in contemporary urban issues. Our staff members are dedicated to working towards a common goal: creating the most dynamic and inspiring city museum in the world.

The Museum of the City of New York is an equal opportunity employer. As such, the museum provides equal employment opportunity for all employees and applicants without unlawful discrimination with respect to age, citizenship status, color, creed, disability, ethnicity, gender identification or expression, marital status, military status or veteran, national origin, political association, political/personal convictions, predisposing genetic characteristics, race (including traits historically associated with race, such as hair texture and style), religion (including attire, clothing or facial hair worn in accordance with religious requirements), sex (including pregnancy, childbirth or related medical conditions and transgender status), sexual orientation, socio-economic status, geographic location, philosophies, or any other classification protected by federal, state or local laws, in all employment decisions, including but not limited to recruitment, hiring, training, compensation, promotion, demotion, transfer, lay-off, and termination, and all other terms and conditions of employment. The Museum complies with applicable state and local law governing nondiscrimination in employment which prohibits discrimination and harassment against any employees, applicants for employment or interns, as well as contractors, subcontractors, vendors, consultants, other individuals providing services in the workplace or their employees in every location in which the Museum has facilities.