Experience Development, Administrative & Project Coordinator

Job Details

Description

OVERVIEW:

The Administrative and Project Coordinator, Experience Development & Family Learning (EDFL) for The Children’s Museum of Indianapolis provides administrative and project coordination support to the Vice President, EDFL and other division leadership. The coordinator manages division leadership schedules, provides proofreading support, manages the requisition approval and tracking processes, fields phone and email correspondence, makes meeting & travel arrangements, orders supplies, and tracks & pays invoices.

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.

Essential Responsibilities

• Assists in the coordination of meetings, schedules, maintaining comprehensive files, producing documents and presentations, initiating and processing correspondence, tracking budgets, and purchasing for selected projects related to experience development initiatives.
• Coordinates a wide variety of divisional projects in the areas of experience development. Activities may include gathering research, coordinating meetings, coordinating or assisting with exhibit teams, special events, assisting with invitations or other related communications, and maintaining status reports on projects, proposals, budgets, and other issues.
• Assists the Vice President with preparing Board of Trustees Working Group, Guild, and advisors and materials and meetings and taking minutes. Activities may include preparing committee member materials, scheduling meetings and preparing various sub-committee project status reports.
• Serves as a member of the museum’s Information Coordination (IC) team representing the EDFL division, specifically supporting the VP and AVP. Responsibilities include communicating general museum information, procedures, new institutional information as well as division and department updates to IC group. Plans business travel and orders office supplies for assigned team members.
• Assists division leadership in the preparation of budgetary requirements and income projections for the following fiscal year. Generates monthly budget reports for the areas of Experience Development and Family Learning. Compiles performance metrics and reports for the division.
• Assists division leadership with coordination of special initiatives and programs.
• Represents the Museum at a variety of community events and functions, as required.
• Assists in front-end, formative or summative evaluation, as requested.
  
  

Requirements

• Three (3) years administrative support, office management, project coordination experience. Experience with budget coordination and tracking experience preferred.
• Demonstrated knowledge of Windows applications including Word, Excel (including formula functions and pivot tables), and PowerPoint (including developing custom slides to include design elements, transitions and animations). Excellent command of Internet, virtual meeting administration, and content management and collaboration platform systems such as Sharepoint and Microsoft teams.
• A committed ability to working in a collegial manner with diverse individuals from across the museum.
• A strong writer and oral communicator with demonstrated ability in each area.
• Demands the ability to coordinate multiple priorities requiring excellent organizational skills.
• Excellent social skills and the ability to interact with people from a wide diversity of backgrounds and cultures.
• Sound knowledge of business terminology, process and etiquette.
• The ability to work independently yet understanding how and when to seek external information and knowledge.
• Demands a level of maturity and the experience to recognize and respond appropriately to confidential information.
  
  

Ada Requirements

• Must be able to view computer monitor, review detailed drawings/proposals/contracts, and reports. Must also be able to identify staff, visitors and other meeting participants.
• Must be able to communicate by telephone, in face-to-face & virtual meetings and in presentations.
• Requires extensive computer keyboarding and calculator use and heavy paperwork processing.
• Requires the ability to negotiate throughout the museum and must be able to sit or stand for extended periods of time; must be able to lift 35lbs and tolerate dust in the environment.
• Must be able to negotiate local and regional travel via traditional modes of transportation.