Employment- Office Administrator

October 7, 2025

Job Title: Office Administrator
Location: The National Jazz Museum in Harlem – 58 W 129th Street, New York, NY
Position Type: Part-Time – 30 hours per week.
Salary: $41,000 

 

About Us 

The National Jazz Museum in Harlem (NJMH) is a vibrant cultural institution dedicated to preserving, promoting, and presenting jazz music in the very neighborhood where so much of its history was made. We celebrate the past, present, and future of jazz through engaging exhibitions, public programs, performances, and educational initiatives. 

We are currently seeking a highly organized, proactive, and detail-oriented Office Administrator to support our team in a dynamic, mission-driven environment. 

Position Summary 

The Office Administrator is a key member of the NJMH team, ensuring seamless day-to-day operations of the museum. This role supports multiple departments by managing schedules, coordinating events, maintaining systems, and providing administrative support across the organization. 

Key Responsibilities 

Development 

• Manage data entry and generate donor reports using the DonorPerfect CRM system. 

• Support development initiatives through accurate and timely database maintenance. 

• Support Executive Director on special events. 

• Support Marketing department on online fundraising campaigns. 

Education 

• Oversee group bookings and payment tracking for educational visits using Fare Harbor booking platform and the NYC DOE Polaris Portal. 

• Schedule Teaching Artists for school and community education programs. 

Venue Coordination  

• Manage the master venue calendar. 

• Coordinate the scheduling of production consultants for public events. 

• Communicate with artists and enters to finalize event logistics and performance details. 

• Manage scheduling for space rentals and rehearsals. 

 

Volunteer Coordination 

• Schedule and communicate with volunteers for museum events and programs. 

Merchandise 

• Oversee merchandise inventory, reordering, and display coordination for the museum store. 

• Research potential merchandise sales and affiliate marketing programs. 

General Admin 

• Provide general administrative support to the Executive Director and museum staff. 

• This role occasionally requires evening and weekend hours to support museum events.
   

 

Qualifications and Skills 

• 2+ years of experience in an administrative, office management, or operations role (preferably in a nonprofit or arts setting). 

• Excellent organizational and multitasking skills. 

• Fluency in ZOOM, OneDrive, Microsoft Office, and Adobe.  

• Strong written and verbal communication skills. 

• Experience using CRM systems (DonorPerfect preferred) and online scheduling/payment platforms (Fare Harbor, Polaris Portal). 

• Comfortable working across teams and communicating with artists, educators, and external partners. 

• You take initiative in independently managing responsibilities within your scope, consistently thinking ahead and seeking opportunities to enhance systems and processes. 

• Interest in jazz, music, or arts education a plus. 

 

Equal Opportunity Employer 

The National Jazz Museum in Harlem believes that all persons are entitled to Equal Employment Opportunity, and we do not discriminate against our staff members or applicants for employment because of race, creed, color, religion, national origin, gender identity and expression, sex, age, disability, marital status, political affiliation, sexual orientation, genetic information, or veteran or citizenship status provided they are qualified and meet the requirements for the job. The National Jazz Museum in Harlem provides Reasonable Accommodation for candidates with disabilities.  

 

To apply, email your resume and cover letter to operations@jmih.org.  Please do not drop off your resume at the Museum or call to verify receipt of documents.