Administrative Coordinator (Emily Dickinson Museum )

Administrative Coordinator

Amherst College invites applications for the Administrative Coordinator position. The Administrative Coordinator is a full-time, year-round position. The expected salary range for this job opportunity is: $27-$30/hour.

The salary offered will vary based on a number of factors, including but not limited to relevant education, training, and experience, tenure status, and other nondiscriminatory business considerations. Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families.

The Administrative Coordinator provides comprehensive administrative and logistical support in all areas of operation for the Emily Dickinson Museum. Provides a wide range of detail-oriented tasks in a fast-moving environment. Administrative support areas for the Museum include: support for the executive director; financial processes such as accounts payable and receivable and ensuring that Museum earned and gift income records reconcile with College financial records; coordination of space and meeting schedules; logistical support for Museum Board meetings and selected events. Monitors and procures supplies for the five staff teams in the Museum's two administrative buildings. Communicates with a wide variety of constituencies and serves as liaison to other College departments to advance smooth Museum operations.

The Administrative Coordinator takes appropriate actions to support a respectful, welcoming, and inclusive work environment.

Summary of Responsibilities:

Administrative Support in Carrying out Museum Business

• Provides administrative support to the Executive Director and other staff.
• Coordinates logistics and assists in preparation of materials for Board of Governors' meetings.
• Maintains the Museum's central administrative calendar; schedules meetings and events; coordinates use of rooms and spaces as needed.
• Coordinate and attend Museum staff meetings, prepare agendas, post meeting minutes.

Communications and Office Management

• Manages incoming and outgoing administrative communications via email, postal service, and other methods.
• Coordinates arrangements for production of Museum print materials and mailings with College Print and Mail office.
• Procures and maintains office supplies, equipment, and merchandise.
• Maintains active administrative, physical, and electronic files and Museum drives.
• Coordinates Museum's information technology needs with College IT department.
• Coordinates submission and fulfillment of maintenance and repair work orders with College Facilities.
• Fulfills auction and ticket donation requests.
• Maintains institutional memberships in professional associations and subscriptions to software.

Program and Event Support

• Collects and processes documentation for payment of presenter honoraria and special payments.
• Provides logistical support for programs, special events, and Tour Center as needed.
• Assists development team arrange event logistics with campus partners and vendors.
• Maintains emergency kits in Museum buildings.

Financial Operations

• Processes all accounts payable/receivable, invoices for remittance, purchasing card transactions, and reimbursements in a timely manner.
• Reconciles cash and credit receipts, calculates/distributes funds to appropriate earned income accounts, and prepares cash deposits.
• Ensures integrity of financial and accounting infrastructure in Museum's database and reconciles receipts with College database.
• Provides reports and interprets data, including audience data, for future program/financial planning.
• Provides backup to development team with gift deposits.

Qualifications:

Required

• Associate's Degree.
• 1 to 3 years of related experience.
• Equivalent work experience in lieu of minimum education and related experience; 5 years of related work experience.
• Demonstrated ability to learn and utilize new software programs.
• Strong written and verbal communication, interpersonal, problem-solving, time-management, organizational, and customer service skills.
• Ability to take initiative, work independently, and work collaboratively.
• Demonstrated high level of attention to detail.
• Sensitivity to issues of confidentiality.
• Ability to collect, analyze, and interpret data, draw conclusions, and make recommendations based on data.
• Familiarity with Google Workspace or similar platforms.
• Work occasional weekends and/or evenings to support operations, programs, events, or meetings.
• Successful completion of required reference and background checks
• An acceptable criminal offender records information (CORI) check

Preferred

• Three or more years of related experience.
• Experience working with Workday or other ERP software.

Interested candidates are asked to submit a resume and cover letter online. Review of applications will begin immediately and will continue until the position is filled. Amherst College is committed to an inclusive hiring process and will provide reasonable accommodations for candidates throughout the application and interview process upon request.