Facilities Administrative Coordinator

Facilities Administrative Coordinator

Museum of Science, Boston

Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.

SUMMARY STATEMENT:

The Facilities Administrative Coordinator supports the Facilities Manager regarding all functions for the operation, maintenance and care of the buildings and grounds. This includes various Facilities' activities and programs such as purchasing and procurement, space planning and adaptation, sustainability, work order system, and data collection and management. The Facilities Administrative Coordinator will be a primary contact and liaison to the greater Museum staff in communicating day-to-day activities, and in receiving and dispatching requests made by the community.

RESPONSIBILITIES:

* Performs department procurement function, sourcing goods and services utilizing MOS business practices to obtain the best value and benefit to the organization. Tracks spending, performs cost benefit analyses and reports on findings

* Monitor department activities utilizing various software and through observation and data collection. Identify key metrics such as spending, work order completion rate, physical space usage, and asset condition assessments. Report on findings that contribute to the department's knowledgebase and justify its efforts.

* Provides contract and vendor administration by monitoring deliverables and progress, communicating and addressing deficiencies to ensure intended results/expectations are being achieved.

* Manage departmental records and information, digital files, and intranet website presence for the sake of compliance, document retention and information sharing that promotes the activities and accomplishments of the department.

* Meet with the wider MOS staff to determine space needs, monitor and manage furniture inventory and disposition, work with external vendors as needed to develop office layouts and determine correct type and function of office furniture to support and coordinate staffing moves and space renovations.

* Develop and maintain various departmental programs such as wayfinding, space use, integrated pest management, inventory, and asset management to meet the needs of the department and wider organization in providing a quality working environment and a high level of service to our staff and guests

* Identify and develop necessary technical, visual, and procedural documentation regarding compliance, building systems, worker safety, wayfinding, etc. and procure and/or create necessary signage, and informational documentation to effectively communicate policies and procedures to staff.

* Perform typical office duties such as answering of phones and directing requests to appropriate recipients, sourcing supplies, and filing for the purpose of expediting workflow and resolving day-to-day issues.

* Occasional support of the EH&S manager in the organization of the universal waste collection and storage areas, arrange for disposition of such, and replenish any materials and supplies necessary to ensure the success of the program.

WORK SCHEDULE:

This position is full-time, 40 hours/week, Monday-Friday.

REPORTS TO:

Director, Facilities

MINIMUM QUALIFICATIONS:

* Post high school course work, technical degree, associate's degree, business or vocational certificate. Bachelor's preferred

* 2 or more years of business, accounting, facilities, or related field experience

* Demonstrable skill with MS Windows suite, particularly with Excel

* Critical thinking skills

* Demonstrable analytical skills

* Adept with new technologies and software

* Ability to work in a fast-paced environment

* Ability to manage multiple-conflicting priorities

* Attention to detail

STARTING SALARY:

Non-Exempt (Hourly). $23.00-$26.00 per hour

BENEFITS:

Benefits for full-time, non-exempt (hourly) staff include: free parking, T accessibility, commuter spending account, 15 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, a Museum membership, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!

VACCINATION POLICY:

Staff, interns, and volunteers will be required to show proof that they are fully vaccinated against COVID-19 as a condition of employment. The Museum will consider an exemption from the vaccine requirement if they are unable to get vaccinated due to a qualifying medical disability or a sincerely held religious objection. The Museum is not required to provide an accommodation or exemption from the vaccine requirement if doing so would pose a direct threat to others in the workplace or would create an undue hardship for the Museum.

The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.