The Administrative Coordinator serves as an integral member of the Monument Lab team, helping support and strengthen a strong foundation for Monument Lab’s core operations. Reporting to the Chief Operating Officer (COO), this position provides a full-range of administrative and project-based support. This includes tracking and managing the organization’s robust inquiry intake process, providing logistical support for programs and events, facilitating financial processes, updating the website, managing calendars, and maintaining records and databases. The Administrative Coordinator will play a key role in implementing administrative processes, project-management systems, and internal planning initiatives.
Additionally, the Administrative Coordinator will provide a high-level of administrative support to the Director and provide support on special projects, as needed.
The Administrative Coordinator position is open to candidates who have experience in arts administration, higher education, museum studies, and/or nonprofit management. The ideal candidate will have a wide-ranging understanding of the arts and humanities, as well as civic engagement and social justice.
- Manage Monument Lab’s robust inquiry intake process, in order to field and route inquiries to respective team members. Inquiries include requests for: information, projects, consulting, workshops, internships, speaking engagements and press inquiries.
- Provide high-level administrative support to the Director; specifically scheduling and calendar management, file management, record keeping, travel coordination, as well as tracking and prioritizing time-sensitive information.
- Attend key meetings, record minutes and follow-up with necessary parties as needed.
- Work in close coordination with the Chief Operating Officer to implement administrative process, project-management systems, and support internal planning initiatives. Develop and maintain templates and implement best-practices. Streamline communications and connect internal and external parties to administrative processes.
- In collaboration with the Monument Lab leadership team, liaise with a wide array of external stakeholders.
- Provide organizational and logistical support for programs and events including serving as a member of regular planning teams (long-term) and on-site / day-of support (short-term).
- Support fiscal operations: process invoices and reimbursements, onboard new vendors and track purchase orders, and administer various procurement processes.
- Manage Monument Lab’s internal and external calendars to ensure all information is up to date and distributed.
- Develop and maintain streamlined systems to preserve records, databases and archives. This includes mailing lists, image libraries, and press and publication archives. Support IT initiatives to include maintaining security protocols.
- Support the back-end administration of the website in order to update content such as events, project pages, and staff profiles.
- Three to five years of administrative experience. Bachelor’s degree required.
- Candidates must be highly organized, analytical and detail oriented; must be willing and able to foresee the administrative needs of the Director and COO to ensure the organization’s stability and reputation.
- Excellent communication skills, both written and oral, are required.
- The ability to work independently and manage multiple short-term and long-term projects and deadlines simultaneously.
- Strong interpersonal and organizational skills that cultivate creativity, collaboration and transparency. An active listener who is empathetic, respectful and confident.
- Experience administering financial processes.
- A high level of proficiency in Microsoft Word, Excel and PowerPoint. Proficiency in project management software and digital resources (i.e. Monday, Slack, Canva). Proficiency in the Adobe Creative Suite preferred.
- Experience in arts administration, higher education, museum studies, and/or nonprofit management.
Cover letter; resume/CV; a list of three professional references (name, contact information, relationship) to include at least one direct supervisor. Applications will be accepted through Friday, October 30, 2020.
Full-Time; 40 hours a week exempt; salaried with benefits. Compensation is $55,000.
Monument Lab is based out of Philadelphia. Due to Covid-19, we are currently operating in a remote environment, and are open to all candidates able to work EST business hours. Upon return to in-person operations, this position will need to be based in the Greater Philadelphia area.
For further questions, or if you do not receive a confirmation email after submitting your materials please contact firstname.lastname@example.org