The Senior Coordinator is a critical member of the Anderson Cabot Center for Ocean Life (ACCOL), providing direct administrative and operational support to a four-person leadership team, assisting with department-wide effort, liaising with internal stakeholders across the Aquarium, and helping the aquarium maximize its mission impact.
- This is a full-time regular position offering a comprehensive benefits package.
- The schedule will be Monday - Friday 9:00am - 5:00pm with the option for a hybrid schedule, working at least two days on-site weekly.
- Hybrid schedules are only available for residents of MA, RI, NH, ME, NY and VT.
ESSENTIAL FUNCTIONS
- Manages all travel arrangements, expense reimbursements, and credit card reconciliations for ACCOL leadership, liaising with development and/or executive as appropriate, and working with Corporate Traveler.
- Schedules and manages ACCOL online meetings, on-site meetings/workshops and events.
- Manages ACCOL calendar, ACCOL SharePoint site. and website pages (with IT support), including requesting content updates
- Generates and distributes monthly department and project budget reports to the Director of Operations, Program Chairs and Chair Coordinators.
- Coordinates communication with PIs on finance needs and requests.
- Manages corporate and department credit card reconciliations.
- Supports in the creation of cost proposals for grant applications.
- Assists with monitoring the reporting deadlines for grants and contributing to on-time report submissions, sending reminders to relevant parties (PIs, Chairs and finance/development staff).
- Assists with budgeting and year-end close-out procedures in consultation with the Director of Operations.
- Assists with processing invoices, purchase orders, and accounts payable transactions for all ACCOL staff in consultation with the Director of Operations.
- Tracks and manages IT needs within the department in consultation with the Director of Operations.
- Liaises with Facilities departments on all building and vehicle requests and/or needs.
- Performs other position-related duties, as assigned.
QUALIFICATIONS
- Minimum Training and Experience
- High school degree and at least two years of administrative experience.
- Experience with data entry and management required.
- Experience with accounts payable and general accounting procedures a plus.
- Knowledge, Skills, and Abilities
- Good communication skills with strong customer service orientation.
- Ability to interact with employees and vendors professionally.
- Well organized, with strong attention to detail and the ability to consistently meet deadlines.
- Proficiency in the use of Windows and MS Office Applications, Microsoft Outlook and Teams; advanced capabilities with Excel, Smartsheet, and SharePoint a plus.
- A genuine interest in, and passion for, the important ocean and marine animal conservation mission of the Aquarium.
- For more information and to apply online please visit: http://neaq.applicantpro.com/jobs/
- New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Employment Opportunity Employer as defined by the EEOC.
- Here we foster a culture of respect, diversity, and inclusion.
- We strive to engage and inspire a broad audience with our efforts to protect the blue planet, and we believe a diverse workforce provides experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our work environment.
Salary
- $24.02 - Hourly
