Summary:
The Office Management Specialist Level II will play an integral role in ensuring effectiveness and productivity by overseeing and providing outstanding administrative support and managing the overall administration of the National Museum of Natural History, as well as Special Projects for the Associate Director of Operations. Additionally, the contractor will provide overall management support to the board of directors. This position is a part of the management team, and s/he will represent the organization in daily interactions with external and internal constituents and must operate on many levels with efficiency, enthusiasm and professionalism.
Responsibilities
Essential Job Functions:
- Assembling, copying, faxing, and scanning a variety of materials and ensuring proper distribution of copies as required
- Maintaining a variety of office logs and files
- Maintaining calendars and managing complex schedules and calendars
- Greeting visitors, answering the main office phone, and taking messages as required
- Maintaining main staff directories
- Preparing, writing, and editing a variety of correspondence including letters and memos
- Preparing, creating, formatting, and editing spreadsheets, presentations, and charts
- Assisting with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents
- Assisting in preparing or drafting initial correspondence in response to requests and in preparing an array of other documents for release in response to requests
- Responding to first line inquiries from a wide variety of key public, internal, and external constituencies
- Submitting and following up on requests for services (i.e. telephone, key request, and help desk, etc.)
- Receiving and processing incoming mail including preparing requests for FedEx shipments, UPS, and other priority mail services, and couriers
- Creating, updating, and maintaining entries in the Digital Asset Management System for museum assets.
- Organizing and supporting workshops and meetings
- Preparing notebooks, invitations, agendas, and support documents
- Reserving space for meetings
- Coordinating logistical and administrative arrangements for guest speakers and meeting attendees
- Providing administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes or reports from meetings
- Working with the Board Chairs and Committee Chairs to schedule all board meetings and committee meetings.
- Maintaining a calendar including dates of all board meetings, Chairs meetings, board committee meetings, etc.
- Managing all logistics for board meetings, including collaborating with Executive and Management Teams to determine content for board packets, handouts, presentations. Photocopying and collating materials, posting materials online, ordering food and supplies, prepping board room.
- Creating an effective board document management system and maintaining updated versions of all board-related documents.
- Coordinating meetings and conferences which includes scheduling, prepping materials, ordering food and supplies and prepping meeting room.
- Maintaining and coordinating meeting-RSVP-lists.
- Setting up board-related conference calls
- Responding to other board support projects as needed.
- Research, perform benchmarking, analyze, and aggregate data and make recommendations.
- Track the timelines of various projects to ensure that deadlines are met, and goals are accomplished.
- Preparing all types of travel orders and authorizations using the official travel system
- Preparing vouchers and making travel arrangements
- Answering/Researching general travel related questions
- Maintaining travel associated files.
- Preparing purchase requests for office supplies, office equipment and services
- Answering questions and investigating discrepancies related to purchases.
- Entering payment information into internal and external administrative databases
- Assisting with tracking and maintaining associated files related to purchases.
- Perform other duties as assigned.
Qualifications
Necessary Skills and Knowledge:
- Outstanding time management skills, with proven ability to multi-task, accomplishing numerous tasks and changing priorities in an effective and timely manner; demonstrated ability to execute on short-term, deadline-driven tasks daily, as well as important, long-term projects requiring collaboration with internal staff and external constituencies.
- Comfortable with new technology and troubleshooting equipment, as needed (e.g. audio/visual and conference call equipment, etc.)
- Sound judgment, maturity, and the ability to handle sensitive and confidential information with discretion.
- A strong work ethic and positive attitude, with a willingness to be flexible and do whatever it takes to get the job done.
- Superb interpersonal, written, and verbal communication skills
- High level of proficiency in Excel, Microsoft Word, PowerPoint, and Outlook required.
- High level of proficiency using databases, and other applicable software such as CONCUR, Digital Asset Management System, Enterprise Resource Planning and Story maps.
Minimum Qualifications:
- Bachelor’s degree preferred in a museum-related field or a relevant discipline.
- Minium of 2 years of experience preferred working with organization leadership.
- Comfortable with new technology and troubleshooting equipment, as needed (e.g. audio/visual and conference call equipment, etc.)
- Experience with project coordination and management.
- Experience facilitating onsite exhibition work, logistics, and team coordination.
Preferred Qualifications:
- Any related professional certifications.
Pay and Benefits
The annual salary range for this position is $85,000 to $97,500.
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.
