Job Description

The Department of Cultural Affairs (DCLA) is dedicated to strengthening New York City’s vibrant cultural life by providing funding and support to New York City’s cultural community, including the 34 institutions that comprise the Cultural Institutions Group (CIG) and more than 1,150 non-profit cultural organizations that receive regular annual support. DCLA also manages a significant portfolio of cultural capital projects; provides free donated materials and supplies for arts programs and arts educators through its Materials for the Arts program; provides capacity building and technical assistance support to cultural groups; and commissions works of permanent public art through the City’s Public Art Program. This constituency represents a diverse array of organizations - including performing arts groups, museums, theaters, zoos, botanical gardens, visual arts and film centers, community-based organizations, and arts education programs – that are central to the life of communities in every corner of New York City.

At this time, the Department of Cultural Affairs (DCLA) seeks to fill the position of Donations Coordinator for its Materials for the Arts program (MFTA). The program receives material donations from the private and public sector and makes these donations available to New York City’s not-for-profit arts and cultural community, and schools. MFTA is a waste reduction/materials donation program that processes more than $13 million dollars annually in goods to over 5,000 cultural organizations and arts programs at social, health and community service organizations and the NYCDOE public schools.

The Donations Coordinator is an integral position at Materials for the Arts (MFTA), responsible for facilitating the donations process including cultivating and maintaining the core donor relationships that enable the flow of donation materials from businesses, individuals, and organizations to our members.

The Donations Coordinator oversees all donations coming into the warehouse. The Coordinator facilitates donations via various platforms such as email, website updates, database eblasts, and phone. In order to keep up with the constant flow of incoming donations, all systems are monitored daily, and all inquiries are answered within 24 hours. While facilitating donations, the Coordinator also works to resolve issues that arise (e.g., with transportation, scheduling, etc.) and provides documentation to donors for tax purposes.

Other responsibilities include, but are not limited to:

- Evaluating donation requests and determining the appropriate donation tract.
- Identifying warehouse inventory needs and working to fulfill them via solicitations to previous or prospective donors.
- Proactively identifying new donors; sustaining ongoing donor relations to ensure repeat donations.
- Coordinating donation arrivals by individual donors at the warehouse freight entrance; engaging with donors to cultivate future donations.
- Working with other MFTA staff to match donations with recipients.
- Supporting member organization by matching requests with donations.
- When needed, conducting donor site visits to evaluate donation condition and volume.
- Drafting e-blasts and other weekly communications announcing available donations to MFTA’s members.
- Reporting trucking issues to the Executive Director and/or Director of Operations.
- Collecting data and preparing reports about donation volume and types as requested.
- Serving as an ambassador for MFTA to reuse partners and organizations, representing MFTA at DSNY’s Zero Waste/Sustainability meetings and potentially other relevant external meetings.
- Participating in the development of new warehouse and/or donation policies or programs to improve operations, as needed.
- Assisting with relevant administrative and warehouse operation tasks including checking in and out member groups on Shopping Days and assisting with special events.
- Working with warehouse staff to prepare for shopping days and events.


Preferred skills:

The ideal candidate possesses strong communication skills in a range of contexts – excellent writing skills, and an outgoing demeanor when engaging with the public and prospective donors. Strong computer skills, including a knowledge of Excel, is essential.


Additional Information:

Only those candidates under consideration will be contacted. For more information about DCLA, visit us at: www.nyc.gov/culture
All appointments are subject to the Office of Management and Budget (OMB) approval.

As a current or prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. Please review the notice to see if you may be eligible for programs and how to apply at nyc.gov/studentloans.

Qualifications

Qualification Requirements
1. High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
2. Education and/or experience which is equivalent to "1" above.