Public Services Coordinator

Position Summary:

The New York Genealogical and Biographical Society (NYG&B) seeks a full-time Public Services Coordinator to serve as the primary point of contact for members, researchers, and visitors. This role provides high-quality customer service across multiple channels, supports public-facing services, office operations, and day-to-day administrative workflows, and plays a key role in fostering positive engagement with the NYG&B community. The Public Services Coordinator also oversees core operational functions, including front desk operations, mail and deliveries, and support for the NYG&B store, working closely with staff across departments. This role reports directly to the NYG&B Chief of Staff.

Key Tasks and Responsibilities:

Customer Service

• Serve as the primary point of contact for the NYG&B community via shared inboxes, phone inquiries, and in-person interactions.
• Provide phone-based support through the main office extension for purchases, registrations, and general account-related questions.
• Monitor and respond to multiple shared email accounts related to public services, customer support, and general inquiries.
• Provide day-to-day account support within the NYG&B’s CRM, including renewals, account updates, login assistance, database maintenance, store orders, donations, and general account inquiries.
• Support NYG&B Research Services by managing incoming inquiries, coordinating communications, scheduling consultations and meetings, and processing related purchases.
• Assist website users with access issues, and navigation to records, resources, and services.
• Support programs and events by assisting with online and phone registrations.
• Provides assistance to the NYG&B President and CEO and Advancement Team on various projects as needed.

Store Management

• Provide customer service support for NYG&B store operations, including processing and fulfilling orders
• Assist with product management tasks, including inventory tracking, restocking, applying discounts, sales, and generating sales reports as needed.

Office Operations, Facilities, and Finance

• Welcome and assist guests, volunteers, board members, and program attendees at the front desk, maintaining a professional and welcoming office environment.
• Oversee building and guest access in coordination with NYG&B staff.
• Process incoming mail, including genealogy correspondence, checks, renewals, material donations, invoices, and supply orders.
• Process outgoing mail, including UPS pickups and USPS drop-offs, and ensure timely processing of deliveries.
• Assist with routine financial processing, including preparing and recording daily batch reports for incoming and outgoing transactions.

Qualifications for Role:

• Bachelor’s degree required.
• Minimum of 2-4 years in customer service, front-desk, or constituent-facing role, with responsibility for responding to inquiries in person, by phone, and via email.
• Proven ability to manage multiple communication channels and shared inboxes while maintaining accuracy, professionalism, and timely responses.
• Experience handling transactional or operational tasks, such as order processing, account assistance, scheduling, or records management.
• Ability to manage and prioritize a high volume of requests across multiple functional areas, including customer service, operations, and administrative support.
• Demonstrated attention to detail and accuracy when handling records, orders, financial transactions, or sensitive information.
• Experience with Microsoft Office, SharePoint, Adobe Acrobat, Slack, Shopify, Neon CRM (preferred)
• Ability to troubleshoot basic technical or access issues and guide users through online systems or resources.
• Experience working collaboratively in a team environment while also exercising sound independent judgment.
• Ability to maintain a professional, welcoming presence in a public-facing office or visitor environment.

Compensation:

• $52k-$62k per year.
• Participation in the NYG&B health, life, dental, and vision insurance plans.
• Participation in the NYGYB’s 403(b) plan
• Two weeks of paid vacation each year

This is a full-time, in-person position, with five days in the office required.

Those interested should send a cover letter and resume to adminaccounts@nygbs.org.

For more information about the NYG&B, please visit our website at https://www.newyorkfamilyhistory.org/about.

Participation in the NYG&B health, life, dental, and vision insurance plans.

Participation in the NYGYB’s 403(b) plan

Two weeks of paid vacation each year