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