Conference Development Associate
DEPARTMENT: Programs
REPORTS TO: Director, Life Science Programs
SCOPE OF RESPONSIBILITIES:
Working with the Director and other members of the Conference & Meetings Staff help research and solicit funding for the Academy's life sciences programs.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Work with Academy staff to research, identify, and solicit new and established funding sources in industry, government and nonprofit sector to support Academy programs. Develop systems to facilitate and track fundraising efforts, including establishment and maintenance of a database of current and potential funders with emphasis on areas of interest. Ensure timely and appropriate follow-up for all funding requests. Generate and distribute internal summary reports of fundraising efforts. Keep track of budget, funds, reports and other obligations. Follow up on promised funds ("chase" sponsors). Write routine thank you letters and ensure acknowledgement is given in all print, online, and enduring program materials. Assist with complimentary registrations and complimentary Academy memberships and Annals offered to our sponsors. Working with the Accounting Dept., maintain and track all Letters of Agreement and other contracts made between partners. Prepare grant proposals for federal agencies, state and city agencies, trade associations, private corporations, foundations, and other potential funders. Compile required data, complete forms, and write letters and related correspondence.
REQUIREMENTS:
College degree (preferably in biomedical sciences), with 1-3 years administrative experience (preferably in academic, research or publications field). Demonstrated ability for a broad scientific perspective and ability to work with people and on variety of issues. Experience with grant writing and fundraising a plus. Excellent communication and computer skills.
HOW TO APPLY: Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to jhart@nyas.org.
Program Manager: Physical Sciences & Engineering
DEPARTMENT: Programs
REPORTS TO: Director; Physical Sciences & Engineering
SCOPE OF RESPONSIBILITIES:
Create and manage Academy's Physical Sciences & Engineering program in cutting-edge areas of science and technology. Currently there is a strong focus on environmental issues to address emerging interdisciplinary areas in green science and sustainability including energy technologies and energy efficiency in buildings. Work with leaders in the physical sciences, engineering, and environmental fields, primarily from Tri-State area academic, government, and industrial institutions, to develop new symposia and seminar series and to ensure full support for their activities. Collaborate with publishing staff to create unique web and print products based on content from these meetings.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Track current science and engineering topics in "hot," emerging interdisciplinary areas. Identify and work with thought leaders in each area and invite their participation in launching seminar series / discussion groups (approximately 25 meetings annually). Once leaders are enlisted, work with them to develop appropriate format and content for discussion groups. Assist leaders in developing lists and other means of communication with researchers in their fields. Coordinate logistics of meetings with discussion group leaders and other Academy staff. Assist in preparing and managing budget for the Physical Sciences & Engineering program. Working with the VP, Publishing and Communications and other editorial and technical staff, for each discussion area facilitate the development of web-related content to serve participants and other Academy members. Identify and/or develop appropriate tools, databases, video presentations, summaries, and linked or proprietary resources to promote traffic to Academy-related content and to disseminate content created in the Physical Sciences & Engineering program. Similarly help invent new formats and shape content for print publications. Working with the Directors of Marketing and Membership, help identify products, collaborations, and outlets to promote sales, conferences, seminars, website traffic, and membership. Work with the Vice-President of Business Development to enlist corporate sponsorships for programmatic initiative. Work closely with Program Department Directors (Conferences, Frontiers of Science and Science Alliance programs) to develop collaborative programs and events.
REQUIREMENTS:
Advanced degree in sciences (PhD preferred). Preference will be given to applicants with a strong physics background or knowledge of the environmental sciences. Program management and administrative experience required. Strong communication skills and proven ability to work creatively and independently. Must be available to attend the evening Physical Sciences & Engineering events.
HOW TO APPLY: Applications should include the following: CV or resume, cover letter that includes salary history and/or requirements, and a statement of 2 pages addressing the applicant's interest in the position and the contributions the applicant believes he or she can make to the Physical Sciences & Engineering Program and the Academy. This statement should include an analysis of potential new areas for the Physical Sciences & Engineering program to include in its programming initiatives reflecting an understanding of emerging trends in the physical and environmental sciences and engineering fields. Please email your application to wcaruso@nyas.org. Please visit: www.nyas.org
Development Associate
DEPARTMENT: Development
REPORTS TO: Vice President, Development
SCOPE OF RESPONSIBILITIES:
Support gift cultivation, solicitation, and stewardship activities including, but not limited to
prospect research, participation in the preparation of grant and funding proposals, implementation and coordination of the donor stewardship process of acknowledgment, recognition, and reporting of all gifts received by the Academy. Fulfill the role of Event Manager of all Academy fundraising events.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Assist the Development Office with the execution, solicitation and follow through of all earned and unearned giving areas including corporate, foundation, government, board, individual, direct mail, special events, and special campaigns. Track and maintain record of individual, foundation, and government prospects. Oversee renewal grant award process to ensure accuracy and that renewal criteria are met. Prepare funding documents including processing contributions to close, matching gifts, donor acknowledgements, correspondence, proposals, budgets, grants, LOIs, and reports. Participate and oversee data-entry and database management, including individual and institutional prospect tracking. Maintain and update Development files. Help develop strategic and ongoing funding priorities and budgets with Development VP and other appropriate senior and program staff. Assist in the establishment of new individual and institutional donor groups. Research and identify new prospects and assist with the strategy plans for solicitation. Assist in the stewardship and cultivation of specific donors, particularly donors with a history of giving at the $1,000 - $10,000 levels. Collaborate directly with the President and the Vice President, Development in the planning and execution of our annual year-end and Spring Direct Mail campaigns. Assist in developing materials for fundraising campaigns including brochures, web, and other products. Collaborate directly with the President and Vice President, Development in the planning and marketing of special events. Coordinate and manage all special cultivation and fundraising events (Annual Fall Gala, Spring Event and other networking and donor events). Negotiate and manage contracts with vendors. Act as liaison between the Academy and event sites/vendors (i.e., venue reps, printers, caterers, florists, photographers). Oversee design and organize mailings of pre-event correspondence, invitations, and marketing materials. Manage speakers' agenda for events and event seating charts. Create and manage special events budgets. Supervise departmental temps and interns
REQUIREMENTS:
Bachelor's degree plus at least two years experience in a fundraising environment or similar organizational environment required. Research experience a strong plus. Excellent interpersonal and external relations skills, good written and oral communications skills and familiarity with Microsoft Office required. Must be able to work independently and within a team environment, multi-task and manage projects to close. Ability to prioritize and work on multiple projects simultaneously while paying attention to details.
HOW TO APPLY: Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to jhart@nyas.org. Please visit: www.nyas.org
Accounting Manager
DEPARTMENT: Accounting/Finanace
REPORTS TO: VP, Finance
SCOPE OF RESPONSIBILITIES
Manage all planning and operations of the Accounting Department and supervise staff. Manage the accurate and timely preparation of financial information; Assist the VP, Finance with short and long range planning and special projects; Assume duties of VP, Finance during absences as directed.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Administer and maintain all Academy accounting records, including Accounts Payable, Accounts Receivable, General Ledger, and bank reconciliations; maintain books for original entry, supporting analysis of accounts, and schedules. Coordinate monthly closings for A/P, A/R, MM (Membership), and G/L within deadlines. Prepare month end and fiscal year financial statements and reports for Finance Committee mailings. Prepare and/or review corporate tax returns. Plan and coordinate work with external auditors; prepare and review audit schedules setting department work priorities accordingly. Assist VP, Finance in maintaining current summary investment portfolio for efficient cash flow. Assist VP, Finance in short and long range planning, and completing special projects. Assist VP, Finance and Department Heads with Annual Budget preparation; audit confirmations and year-end cutoff. Maintain comprehensive grant/awards tracking system and provide financial reports. Develop short and long range accounting department operating objectives, organizational structure and staffing requirements; Select, supervise, train and evaluate accounting staff; make work assignments and set completion priorities and deadlines.
Manage the Credit function.
B.A./B.S. or equivalent in Accounting. Five years Accounting experience including staff supervision. Proficiency in Accounting packages and Microsoft Office required.
HOW TO APPLY: Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to wcaruso@nyas.org.
Systems Analyst
DEPARTMENT: IT
REPORTS TO: Director, IT
SCOPE OF RESPONSIBILITIES
The Systems Analyst will support NYAS staff in technical problems they may encounter in the operation of software, hardware, operating systems, e-mail, etc. The Systems Analyst will also provide backup support for Systems Administrator and AV staff.
DETAILED DESCRIPTION OF RESPONSIBILITIES
Install, test, maintain and document a variety of personal computing and network hardware and software systems, with local area network and wide area network connections. Perform diagnostic tests, modify or repair hardware to the board or component level. Replace hardware or software as needed. Assist user community in software and hardware problem resolution. Log calls and take appropriate action to ensure a satisfactory response with acceptable time frames for the user community. Establish and maintain a parts inventory for personal computers, as well as other supplies and computer center-related materials. Keep up to date with current trends and be prepared to make technical recommendations when needed. Update customer log as needed. Produce support documentation. Perform related duties, as required.
REQUIREMENTS
Two to three years increasingly responsible experience in a support capacity in a user-oriented environment. Microsoft Certified Systems Certifications, Network +, A+. Bachelors Degree (BA in Computer Information Systems or Computer Science preferred). Preferred: Experience supporting Windows XP, Windows 2000/2003 Server, Exchange 2000/2003 and Active Directory, Cisco Certified Network Associate.
Strong understanding of a wide variety of personal computing equipment, networking and software. Ability to follow manuals and read complicated instructions. Ability to operate a variety of standard office equipment including personal computers, printers, copiers, etc. Knowledge of Microsoft applications, Patch Management, Server and desktop security. Ability to write technical documentation for both IT staff and users.
The Academy is an Equal Opportunity Employer seeking a diverse workforce. We offer an excellent compensation and benefits package to both full-time and part-time staff that includes affordable health care insurance, tuition reimbursement, a generous retirement plan, liberal vacation time and holiday schedule.
HOW TO APPLY: Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to it@nyas.org .
Administrative Assistant
DEPARTMENT: Business Development/Development
REPORTS TO: Vice President, Business Development/Acting VP, Development
SCOPE OF RESPONSIBILITIES:
Assist the VP's and other Business Development/Development Staff to implement the Academy's strategic plan to secure and service our corporate members and to support gift cultivation, solicitation, and stewardship.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Business Development
Assist the Business Development team in the execution/solicitation/follow through of all earned and unearned giving areas including corporate and corporate foundations. Maintain the personal calendars, expenses, itineraries, and meetings of the Department VP as well as other department staff as needed. Manage records and files (paper and electronic) of department. Prepare all invoices, receipts and donor acknowledgements that flow through the department. Prepare departmental documents including meeting minutes, correspondence, agreements, payment requests, sponsorships, budgets, reports, etc. Maintain an office calendar coordinating solicitations, reports, projects, and cultivation. Research and identify new prospects and develop ongoing plans for solicitation.
Development
Conduct prospect research on individuals, foundations, and other private and public funding sources in order to provide staff and volunteers with necessary information to develop successful approach strategies. Maintain accurate and current prospect and donor lists and files. Implement and coordinate the donor stewardship process of acknowledgment, recognition and reporting of all gifts received by the Academy.
REQUIREMENTS:
College Degree preferred. 2–3 yrs Administrative Exp, proficiency in MS Office and internet research. Database management skills preferred; experience with Raiser's Edge a major plus. Excellent interpersonal, communication, multi-tasking, organization & follow-up skills.
The Academy is an Equal Opportunity Employer seeking a diverse workforce. We offer an excellent compensation and benefits package to both full-time and part-time staff that includes affordable health care insurance, tuition reimbursement, a generous retirement plan, liberal vacation time and holiday schedule.
HOW TO APPLY:
Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to jhart@nyas.org. Please visit: www.nyas.org.
Vice President, Development
DEPARTMENT: Development
REPORTS TO: President
SCOPE OF RESPONSIBILITIES
Provide the Academy with an overall strategic fundraising plan that increases annual, capital, and endowment funding from a growing base of donors. Advise and consult with the President and senior staff/program directors to establish priority fundraising initiatives. Coordinate and prioritize the identification, cultivation and solicitation of top donor prospects. Work closely with the Board of Governors and the President to seek the necessary financial support needed for the Academy to meet its goals and mission.
DETAILED DESCRIPTION OF RESPONSIBILITIES:
Major Individual and Institutional Gifts
Implement a systematic major gifts program for capital, endowment, and program support. Identify, cultivate, and solicit existing and new major gift prospects. Establish and implement a plan for stewardship of these donors. Assist the President with major lead gifts, when appropriate. Work with the VP-Business Development to expand corporate and institutional membership in the Academy. Work with President and Board leadership to maximize fundraising efforts.
Major Donor Relations
Work with the VP, Publishing and Communications and Chief Scientific Officer to plan and manage relevant printed materials and solicitation mailings and their dissemination. Develop and evaluate plans for cultivation of donors and prospects through events, recognition societies, personal communication, etc.
Planned Gifts
Design and direct planned giving program, including stewardship and recognition.
Case Development
Prepare the Academy's institutional case for philanthropic support in consultation with the President.
Support System and Financial Management
Recommend and with the Director, Human Resources hire appropriate Development Staff to fulfill needed functions. Develop policies, procedures, and activities for recording, tracking, and recognition of major gifts. Initiate and oversee production of proposals, presentations, brochures, and other materials used in the solicitation of prospects. Prepare a recommended budget and monitor the expenses for the major gift, grants and planned giving programs.
REQUIREMENTS
Although the above accountabilities are all part of the job, first and foremost this individual must be an entrepreneurial, self-starter, a consummate networker and an "out the door" solicitor. This is not the job for a behind the scenes strategist and planner.
Undergraduate degree required with a relevant advanced degree desirable. Knowledge/understanding of some field of science highly desirable. Minimum of ten years development experience (or equivalent), at least five of them in major gifts with a proven track record in "closing". Knowledge of planned giving from a marketing and oversight position. Ability to connect potential donors with their particular scientific interests. Multi-faceted management capabilities, including effective administrative and management abilities, a solid understanding of fundraising techniques, and strong public relations and negotiation skills. Outstanding oral and written communication skills. Strong interpersonal skills with the ability to project professional competence and leadership capability.
HOW TO APPLY
Please send a resume accompanied by a cover letter that includes salary history and/or requirements, to wcaruso@nyas.org. Please visit: www.nyas.org.
Position Available at One of Our Partner Institutions
Science Liaison: Bard High School Early College II
Bard High School Early College II, a new school created by Bard College and the New York City Department of Education, is also affiliated with the New York Academy of Sciences. Applications are invited for the position of Science Liaison.
The successful candidate will have primary responsibility for developing and maintaining an active and productive relationship between BHSEC II and the NYAS, as well as with other organizations that offer students opportunities to pursue their interest in science. An office will be provided at the NYAS to assure the Liaison opportunities to work with its members and staff in developing the partnership. The Liaison will also maintain an office at BHSEC II to encourage and support students in identifying and seeking internships and research opportunities both for the summer and the school year.
He or she will work closely with the BHSEC II science faculty and with the principal on the design and implementation of the science curriculum and will carry primary responsibility for a core seminar that draws on the expertise of the members of NYAS. The Liaison will build relationships between the BHSEC II science faculty and research scientists in New York City, including those at Rockefeller University and at BHSEC, as well as with the faculty at Bard College, and will seek out and promote opportunities for faculty research.
Skill in developing and fostering such relationships is essential, as well as knowledge of the academic communities in New York City. The successful candidate must facilitate effective communication between the discourse of science research and the needs of adolescents. Depending on the background and expertise of the successful candidate, the position may also include teaching one course per semester, supervising a lab associated with a course, or overseeing student research projects during the academic year.
The first Bard High School Early College, named the 2007 Outstanding Public High School in New York City by the Blackboard Awards, is a national model for the education of adolescents, enabling highly motivated students to move in four years from the ninth grade through the first two years of college, earning an Associate in Arts degree from Bard College, as well as a New York State Regents Diploma. BHSEC II will bring that model to Queens and will build on and further develop the strong science program pioneered at BHSEC.
To apply, send a letter of interest, curriculum vitae, and three letters of recommendation to hiring@bhsec.bard.edu or:
Dr. Valeri Thomson
Principal
Bard High School Early College II
525 E Houston St
New York, NY 10002-1146
Review of applications will begin immediately and the search will continue until the position is filled.
The third oldest scientific society in the United States, the New York Academy of Sciences is an independent, global, non-profit organization with over 25,000 members in more than 150 countries. The Academy's mission is to advance understanding of science and technology by focusing on science across disciplines and nations and by building bridges between science and society. The Academy facilitates communications among scientists, physicians, students, educators, policy makers, government officials and journalists from around the globe through its interdisciplinary conferences, meetings and diverse electronic and print publications.
With 60+ employees and a 12M budget, the Academy is an Equal Opportunity Employer seeking a diverse workforce. We offer an excellent compensation and benefits package to both full and part time staff that includes affordable health care insurance, tuition reimbursement and a generous retirement plan.
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