Administrative Coordinator

 

Description:

Reporting to the Director of Protection Services, the Administrative Coordinator is responsible for the day-to-day administration of the Department of Protection Services. The Administrative Coordinator will perform a variety of tasks that assist management and support the overall administration of operations. Other administrative duties include electronic document management, handling, filing, organizing, scheduling meetings, etc.

Duties and Responsibilities:

  • Efficiently handle phone calls and emails, procure necessary supplies, and manage equipment
  • Assist with managing calendar events, including travel arrangements for the Director and other key department staff
  • Maintain internal billing for Contract services
  • Establish, manage, and monitor departmental budget. Complete expense reports and required financial forms as needed.
  • Review procurement/expense reconciliation for the Director and the department, ensuring proper financial coding and receipt of supporting documentation. The documents must follow Museum policies before final approval.
  • Create minutes for meetings as needed.
  • Produce documents, presentations, and Metrics for the department.
  • Responsible for Museum-wide notifications for Museum Campus events
  • Coordinates both in-person and virtual meetings and perform meeting set-up needs, including identifying meeting space, technology needs, and food and beverage services for staff and committee meetings. Schedules guest access to the Museum
  • Attend meetings on behalf of management when needed.

Qualifications:

  • Associate degree and 3+ years of work experience in an administrative role
  • Strong MS Word, Excel, and PowerPoint experience is required, along with Google applications such as Gmail, Google Calendar, Google Doc, Google Sheets, and Google Slides
  • Type 60 words per minute
  • Ability to efficiently convert source documents to single Adobe PDF packages and meeting material.
  • Strong computer and internet research skills
  • Skilled with electronic document management, handling, filing, and organizing.
  • Excellent written and verbal communication skills - interacting with all levels of staff, management, and leadership, as well as external contacts such as consultants, contractors, trustee members
  • Great attention to detail and organizational skills, with the ability to prioritize and work on multiple projects simultaneously
  • Friendly, courteous, professional, and helpful demeanor

 

Organization Field Museum
Industry Management Jobs
Occupational Category Administrative Coordinator
Job Location Chicago,USA
Shift Type Morning
Job Type Full Time
Gender No Preference
Career Level Intermediate
Experience 2 Years
Posted at 2024-01-05 12:56 pm
Expires on 2024-12-14