Description:
The Administrative Coordinator provides operational and administrative support for KSAC’s three programs, Andes-Amazon, Chicago Region, and Conservation Tools, and its working groups. This team member values diversity, equity, and inclusion and helps us put those values into practice. This position reports to the Center’s Operations Manager and collaborates with staff and interns across the Center at the discretion of that Manager.
Duties and Responsibilities:
- Partner with the Operations Manager on the coordination for the Center through a slate of monthly and quarterly staff meetings, workshops, training, and retreats
- Serve as primary point of contact for Center
- Support effective administration and coordination of Center policies and protocols
- Provide calendar, meeting, and administrative support to Program Directors
- Coordinate meetings, agendas, and notes for working groups as needed
- Support Science and Education Finance with budget and financial management tasks, including tracking payroll, invoices, and contract commitments
- Reconcile purchasing card expenses for program directors and staff with significant purchasing requirements
- Provide administrative support for internships, contractual agreements, and consultant engagement, particularly for the Conservation Tools and Chicago Region programs
- Support logistics, scheduling, budget, and programming for priority events, such as the Parker/Gentry Award celebration and other events as assigned
- Other projects, as assigned by Operations Manager
- Facilitate onboarding process for new staff; support hiring and onboarding for interns
- Maintain calendars for common resources such as intern seating, shared remote meeting accounts, and conference rooms
- Work with Access Control to ensure staff volunteers have current badges, access
- Track technology assets for the Action Center
- Coordinate nominations, approvals, and status of Action Honorary Associates
- Daily mail and package pick-up for Action Center
- Maintain supplies and office equipment for Center Staff
- Coordinate with the Science & Education office other center administrators as needed
- Seek out new tools and techniques to improve work performance
- Identify and act upon opportunities to serve the mission of the larger Museum
Qualifications:
- Experience with MS Office and Google Enterprise applications
- Experience in data management and resource maintenance
- Strong interpersonal and communication skills, both written and oral
- Ability to take initiative and guide projects to successful completion
- Track record of managing several projects simultaneously
- Solid work ethic, commitment to punctuality, and excellent attention to detail
- Ability to work effectively in a cross-cultural context that includes colleagues of varied cultural, economic, and professional backgrounds
- Commitment to the mission and values of Keller Science Action Center and the Field Museum
- Proofreading experience and Spanish fluency are preferred
- Education/Experience: Bachelor’s degree in any field or two years of professional experience in an administrative position