Share Email Opening Title Conservation Administrative Coordinator  Description Department: Conservation, Education and Science Department (CESD) Supervisor: Director Conservation, Education and Science Last Updated: 4/23/2019 Summary The Conservation Administrative Coordinator provides essential support for the department’s extensive education and science programs, including administering registration systems, tracking grant spending and deliverables, and coordinating events. This involves supervising a reservations coordinator, and working closely with guest presenters and over 200 volunteers in the docent corps. The position serves as the department's technology systems advisor and helps to create efficient and effective processes for coordinating program reservations, staff and resource scheduling and financial transactions. This generally involves evaluating and implementing software solutions for record keeping, communications and reporting. The position also provides administrative and clerical support to staff, especially for docent training and advanced docent classes. The Administrative Coordinator is responsible for maintaining clear communications with other museum departments about special events and other activities that impact museum operations. Essential Duties and Responsibilities include but are not limited to: Supervises Reservations Coordinator for school, community, camps, family and teen programs, as well as adult classes and trips. Helps to monitor and troubleshoot workflow issues, and evaluate and/or implement new technology systems as needed. Provide administrative support for department leadership, including drafting business correspondence, financial record-keeping, grant tracking, taking meeting notes, ordering supplies, managing expense card, and other tasks. Coordinates front office and establishes a warm, welcoming, organized environment. Coordinates and improves administrative processes and technologies for deposits and payments, expense tracking, grants tracking, staff and volunteer scheduling, program scheduling, resource scheduling and training scheduling/tracking, among others. Assists with volunteer coordination, including day-to-day operations in volunteer office, keeping volunteer records/files, troubleshooting volunteer scheduling software, scheduling volunteers for events and tours, preparation for volunteer trainings, recording minutes of volunteer meetings, and scheduling resources for volunteer events. Coordinates educational programming for museum events, such as Cool Summer Nights, by communicating with guest speakers, artists and other vendors, creating set up forms and event schedules, coordinating with other Museum departments at Special Events meetings, scheduling resources, collecting and filing vendor insurance information, and maintaining up-to-date files accessible by all staff involved. Coordinates meetings using scheduling software, and records minutes. Creates reports, including program attendance, financial performance, payroll, grants and insurance, using a variety of software systems. Other duties as assigned. Supervisory Responsibilities Directly supervises one subordinate who is responsible for reservations and up to 10 volunteers in the Conservation, Education and Science department. Carries out supervisory responsibilities in accordance with the Museum's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. This position was opened on April 25, 2019 and does not have a closing date. It is considered open until filled; however, application review will begin immediately. Please understand that if offered a position, you will, as a final condition of employment, be required to successfully complete a pre-employment drug screen and criminal background check.   Position Requirements Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience Bachelor's degree from four-year College or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Language Skills Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Computer Skills To perform this job successfully, an individual should have knowledge of database and design software (familiarity with Access and/or Filemaker); Human Resources system scheduling; internet software; order processing software and payroll systems; project management software; spreadsheet software and word processing software. Other Skills and Abilities Ability to stay on task with numerous interruptions; pleasant, calm demeanor; excellent communication skills (verbal and written); ability to work independently; comfortable working with multiple departments, volunteers and outside customers; bilingual in Spanish is a plus. Ability to accommodate a flexible schedule that may vary week by week and will include weekends. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25-50 pounds. Specific vision abilities required by this job include close and long-distance vision. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. The above description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.   EOE Statement We are an equal opportunity employer with a strong commitment to diversity and inclusion. For this position, we are seeking candidates who are U.S. citizens or permanent green card holders. We believe that inclusive teams with diverse perspectives are essential to our success and encourage applicants from all backgrounds to apply, within the remit of the eligibility criteria.   Open Date 4/25/2019   This position is currently not accepting applications. To search for an open position, please go to http://ArizonaDesertMuseum.appone.com

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