The Administrative Specialist is responsible for supporting lobby activities, providing a clean and customer friendly environment, and performing office administration activities. This position also performs data entry, coordinates in-house events, and posts events and museum activities online. This position requires a highly organized, accurate, detailed-oriented individual who reports to the Executive Director.
The coordinator must be approachable, enthusiastic, enjoy interaction with diverse constituents, and be optimistic and able to multitask and prioritize. Also required to have excellent communication skills and promote Center approved vision, goals, and objectives. Applicant must be able to follow direction and work both independently and in a team environment to meet Center deadlines. The applicant must have transportation, be able to meet physical requirements, and work flexible hours including weekends, mornings, and evenings. Spanish as a second language and college are a plus.
Essential Job Functions:
The primary duties and responsibilities of this position include the following, but are not limited to:
- Ability to prospect and research museum partners.
- Entry level ability to market museum and event center.
- Ability to coordinate and follow through with museum in-house event activities.
- Detailed Back Office: Provide top-notch, administrative support in a dynamic, cross-cultural work environment. Ability to accurately adjust and produce preexisting form letters, file, phones, fax, copy machine, format letters, open mail and distribute.
- Track funds. Quick books knowledge is a plus.
- Coordinate and contact a community of museum supporters.
- Establish excel documents to plan and execute in-house events. Support and further in-house event teams.
- Post event listings, social media posts, post event center capabilities, and press releases.
- Donor Software (Past Perfect): Support Development activities by updating and maintaining a database for tracking donors and potential contributors, and by generating donor "Thank You" letters. Compile software reports, and export onto excel lists. Learn telephone technology, acquisition, and donor tracking software. Produ ce reports.
- Cash Register and Point of Sale: Ability to learn computer software, make data input, maintain program, computer, and print reports (attendance, gift shop, invoices, donor checks).
- Order and coordinate museum vendors and supplies.
- Pick up and distribute mail and respond to routine questions.
- Perform other assignments as needed.
Minimum Skills and Requirements:
- Working knowledge of donor software, photo software, register Point of Sale, Microsoft Office Suite: excel, word, publisher, outlook, as well as internet, website , and email.
- Comfortable working with computerized cash register, opening and closing register, making computer data entries. Reports. Accurate cash counting.
- Willingness to fill in for staff or in other capacities as needed.
- Ability to coordinate and keep project activities moving forward on schedule (e.g. grounds/building).
- Ability to coordinate technology systems (computers, phone, copy machine).
- Excellent English and communication skills, Spanish is desirable.
Physical Requirements & Work Environment:
- Able to work weekends.
- Must be able to lift and carry at least 25 pounds.
- Ability to push and carry, pull, sit at a desk, stand, and walk. Must also be able to tolerate a climate of hot and cold.
- Potential to walk on uneven surfaces, cement, ability to tolerate dust and chemical fumes, and work around machinery and equipment.
Are you able to perform these essential functions with or without accommodations?