Administrative Coordinator, Public Events and Family Programs (Administrative)

OVERVIEW:

The Administrative Coordinator for public events and family programs provides administrative support for the programs department of The Children's Museum of Indianapolis. The incumbent coordinates the daily programs office operations by providing project coordination, planning, staffing and communication support to team members. The coordinator works closely with colleagues across the museum to represent the department, act as a liaison, and to ensure the successful coordination of educational programs.

The Children's Museum is fiercely devoted to our Diversity, Equity, Accessibility, and Inclusion (DEAI) efforts. Together we are building and sustaining an inclusive culture that encourages, supports, and celebrates differences.  

REPORTS TO:  Director of Public Events and Family Programs

ESSENTIAL RESPONSIBILITIES:

1. Carries out the daily administrative duties of the public events and family programs department, including scheduling and coordinating meetings, maintaining files, producing documents and presentations, initiating and processing correspondence, and coordinating projects.
2. Provides assistance and support for program development and execution for in-person Activities may include gathering research, coordinating mailings, scheduling meetings, assisting with events, coordinating catering, expediting related communications, facilitating programs, and participating in staffing programs and public events.
3. Coordinates the registration information for participants in associated department programs. Responsibilities may include compiling mailings, creating digital release forms, tracking participant information, , and entering information into the database.
4. Participates in the on-boarding and departmental orientation of new staff, interns, and volunteers by assisting with assimilating new team members smoothly into the department and museum environment.
5. Serves as a member of the museum's Information Coordinator (IC) team representing the public events and family programs department. Responsibilities include advancing interdepartmental collaboration, communicating general museum procedures, disseminating information about departmental activities, coordinating travel and tracking spending, acquiring and sharing institutional information, policies, and procedures to the departmental staff.
6. Serves as a Safety Warden for the department office. Responsibilities include attending regular meetings and training sessions, relaying necessary information to staff, and training department staff/volunteers on safety processes and procedures.
7. Monitors and distributes information about the departmental budgets using accounting software and attendance software, as well as compiles monthly metric reports, quarterly reports, and other reports as needed. This includes tracking of grant funds and expenses.
8. Responsible for a wide variety of administrative support assignments, which may include: conducting research, coordinating meetings and staff schedules, securing catering for department events, maintaining status reports, making travel arrangements, keeping track of all receipts, ordering supplies, and sending setups for events and programs.
9. Participates in training on public events and family programs to be able to assist as needed. Provides logistical support for department events and programs. Provides staffing assistance as needed for department programming, including weekend and evening events. Assists with other departmental projects as needed.

REQUIREMENTS:

1. Two (2) years' experience in education/youth programming and/or administrative support. Nonprofit experience preferred.
2. Organizational skills, attention to detail and strong interpersonal communication skills necessary to ensure positive results and relationships with diverse staff, volunteers, interns, and program participants.
3. Proven track record of working autonomously with limited oversight and direction. A high level of problem solving, critical thinking, time management, and negotiation skills.
4. Experience working with children and families from diverse backgrounds.
5. Strong written and verbal communication skills.
6. Strong computer/word processing skills and proficiency in utilizing the Microsoft Office suite. Sound knowledge of Internet and e-mail systems.
7. Must be available for some evening and weekend hours.

*Special consideration given to those applicants who are multi-lingual.

ADA REQUIREMENTS:

1. Required to review documents, contracts, view computer monitor, generate reports, process paperwork and perform general office duties. Must be able to identify staff, youth and other museum visitors.
2. Must be able to communicate extensively and effectively with staff, visitors, students and other members of the public via telephone, virtually, and in-person communications.
3. Heavy keyboard, calculator and standard office equipment usage required.
4. Must be able to sit, stand or walk for extended periods of time, and lift objects up to 30 pounds.
5. Ability to traverse the building and campus, endure various outdoor temperatures, and tolerate dust in the environment.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

See job description

Salary Minimum: 21.5Salary Maximum: 21.5