Administrative and Materials Coordinator

Summary:

The Administrative and Materials Coordinator will support several program areas at Children’s Discovery Museum. The Coordinator will work with Program Developers by developing creative and appropriate materials to support Museum programs and cultural events. The coordinator solicits purchases, organizes, distributes, and maintains materials while also being responsible for the inventory, maintenance, and organization of on-site storage sheds. This position also interfaces with donated materials, seeking them out and responding to materials donors. The Coordinator will also support the work of CCLI (Cultural Competence Learning Institute) a national, professional development institute that helps museum leaders catalyze diversity and inclusion efforts in their institutions. CCLI works with an annual cohort of 5-6 museums across the United States implementing a curricular model that incorporates in-person and virtual meetings. In addition, this position will support financial tracking.

Responsibilities:

Materials Coordination

  • Work with Program Developers to brainstorm ideas for activities and materials;
  • Participate in activity planning and preparation of kits for special events;
  • Organize and maintain materials storage areas (shed, workroom, program shelves);
  • Maintain and restock supplies for Museum program spaces, special programs (Cultural Events, Theme Weeks, Youth Programs), and events, both public and internal;
  • Coordinate materials preparation for Program Specialists, Education Department and Corporate Volunteers;
  • Find, coordinate, acknowledge, and document donated materials;
  • Organize and maintain Education Department supplies.

Administrative Coordination (CCLI)

  • Provide organization for CCLI Planning Team by developing Doodle polls, creating notes/documentation, and working with project management cloud-based system Basecamp;
  • Schedule and support virtual meetings using Zoom video platform;
  • Provide graphic support for PowerPoint presentations, print collateral, and CCLI website;
  • Proofread documents developed;
  • Support cohort application process;
  • Arrange logistical aspects of in-person meetings in Washington, DC;
  • Make travel arrangements for CCLI Planning Team and Cohort Participants.

Financial Coordination

  • Provide financial tracking support to Education department;
  • Code invoices and enter into budget spreadsheet;
  • Work with Accounting to insure tracking and timely payment of department invoices;
  • Other departmental duties as required.

Position is focused on task follow-through and departmental support. Judgement in day to day problem solving and service will impact museum resources. Expectations and experience required are described below.

Education/Experience:

Any combination of education and experience providing the knowledge and skills for successful performance would be qualifying. Minimum employment standards are:

  • Bachelor’s degree;
  • Previous work experience in handling a wide range of administrative, support-related tasks;
  • Experience managing multiple projects and timelines;
  • Proven organizational abilities and attention to detail;
  • High level proficiency with Outlook, Microsoft Word, PowerPoint, and Excel;
  • Interest in the arts and museum programming;
  • Ability to maintain accurate and detailed records;
  • Good judgment and interpersonal skills;
  • Team player; and
  • Responsible and able to accomplish tasks with minimum supervision.