Senior Manager, Institutional Advancement Ope
About The Position
The Senior Manager, Institutional Advancement Operations is a full-time, regular, non-supervisory role on the New York Hall of Science’s 10-person Institutional Advancement team, which raises more than $12 million annually. The position supports the programmatic fundraising team’s work to raise $6–$7 million annually from private and public institutional funders, including foundations, corporations, and government agencies. Reporting to the Chief Advancement Officer, the Senior Manager coordinates institutional funding opportunities, with a focus on pre-award administration, proposal development support, grant submissions, and post-award stewardship. The role also manages the team’s organizational tools and processes, oversees portfolios and progress toward goals, supports proposals and reports, provides administrative guidance to program staff, and manages data in the team’s Raiser’s Edge CRM. The position partners with Program and Finance teams on pre-award activities and post-award obligations, including tracking deliverables, gathering program information, and coordinating narrative reports. It has primary responsibility within Institutional Advancement for administering noncompetitive public funding and grants from designated government agencies assigned to the department. This includes coordinating submissions and reports, maintaining calendars and records, tracking requirements and deliverables, and serving as the department’s primary liaison with Program and Finance teams. The role is hybrid, with three days on-site, and has a Monday–Friday, 9 a.m.–5 p.m. schedule. Occasional events outside the workday may be required. The posted salary range is $88,000–$95,000 per year; the position details at the top of the posting also list a rate of $88,000–$92,000 per year. The position requires repetitive tasks such as typing, reaching, and handling materials, as well as standing, walking, and moving throughout the facility for extended periods.
Requirements
- Bachelor of Arts degree required.
- At least five years of nonprofit experience in a development or advancement department, emphasizing administrative functions, recordkeeping, and stewardship systems.
- Demonstrated experience supporting federal, state, or local government funding proposals and related pre-award and post-award processes.
- Experience coordinating grant-related financial materials with Finance, including materials for government funding opportunities.
- Highly organized and detail-oriented, with the ability to solve problems, manage multiple projects simultaneously, and work under time constraints.
- Excellent interpersonal and communication skills, including the ability to express ideas clearly in writing and orally.
- Experience coordinating with Finance to obtain revenue information for fundraising forecasts, funder communications, and stewardship.
- Working knowledge of government funding solicitations, proposal requirements, reporting processes, and cross-functional submission workflows.
- Ability to work in a Mac environment and proficiency with MS Office, Google Workspace, and Raiser’s Edge or a similar database.
- Sophisticated understanding of recordkeeping and stewardship systems that support donor relations, including Raiser’s Edge, Microsoft Excel, Word, and PowerPoint, and Google Docs, Sheets, and Slides.
- Demonstrated donor research skills, including familiarity or experience with RelPro, RelSci, iWave, Foundation Search, or other prospecting tools.
- Experience working with diverse teams within a department, across departments, and with external partners, and the ability to turn team creativity into effective fundraising.
- Ability and willingness to participate in occasional events outside the workday schedule.
- Ability to perform repetitive tasks such as typing, reaching, and handling materials, and to stand, walk, and move throughout the facility for extended periods.
Nice To Haves
- Experience at a science center, natural history museum, children’s museum, or STEM education institution; preferred but not required.
Responsibilities
- Manage and maintain the Institutional Advancement team’s dashboard and institutional funding and grant tracking tools; collaborate with Marketing and Finance to gather data, track metrics, and summarize progress.
- Oversee the accuracy, maintenance, and proper use of donor, partner, and prospect records in Raiser’s Edge and Raiser’s Edge NXT, including creating opportunities, adding notes, actions, and attachments, updating records, and running queries and reports.
- Coordinate with Finance to align relevant grant and revenue information without duplicating Finance’s official records.
- Liaise with museum staff and external partners to communicate project goals, objectives, and deliverables, and help resolve questions about submissions, programmatic deliverables, and grant requirements.
- Support departmental organization, coordination, and communication by scheduling meetings, preparing agendas and notes, and following up on action items.
- Coordinate cross-functional pre-award activities, including setting timelines, facilitating internal review, and gathering proposal materials.
- Support Program teams and Finance after awards by tracking milestones and coordinating materials for progress reports, renewals, amendments, and extensions.
- Lead pre-award and post-award administration for assigned noncompetitive public funding and grants from designated government agencies, including submissions, reporting, renewals, amendments, extensions, and closeout requirements.
- Maintain grant calendars and records; gather narrative and programmatic materials; track milestones, deliverables, and deadlines; communicate requirements to stakeholders; and coordinate with Program teams, Finance, and funders.
- Perform other related duties and responsibilities as assigned.
Benefits
- Health insurance options
- Dental insurance options
- Vision insurance options
- Flexible spending accounts for healthcare, dependent care, and commuter benefits
- Pension plan
- 401(k) plan
- Free life insurance coverage
- Paid vacation and sick leave
- 13 paid holidays
- Flexible work schedules
- Employee Assistance Program
- Free on-site parking
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
