Administrative Coordinator, Education Operations

Monterey Bay Aquarium • Monterey, CA

97d • $25 - $28

About The Position

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply. Priority deadline for applications is October 17, 2025 at 5pm Pacific Time. Due to the volume of incoming applications, the role may be closed earlier than October 17, 2025. Under general supervision, support the Education Division's databases, communications, and financial processes with the goal of empowering a diverse group of young leaders to be inspired, STEAM literate, confident, and ready to act as agents of ocean conservation. Process email program communications and execute financial responsibilities; develop and document processes and procedures for division efficiencies and effectiveness; provide administrative support as needed; perform other duties as required. Additionally, support a work culture of equity and accountability demonstrated by leadership and interactions with colleagues and partners, both internal and external; encourage strong relationships among and between program participants, volunteers, and staff; adhere to equitable processes to guide new staff and volunteers.

Requirements

• BS/BA degree OR equivalent combination of education, training, and experience.
• Experience working with deadlines.
• Ability to acquire foundational skills and knowledge of MBA's ticketing database (Tessitura) and Education's CRM database (Salesforce).
• Demonstrated ability to solve problems resourcefully.
• Excellent oral communication, formal writing skills, time management, and organizational skills.
• Experience in task and detail-oriented positions, must be able to work both as a member of a team and independently.
• Familiarity with data management systems, Salesforce preferred.
• Knowledge of and experience with Microsoft Office - Excel, Word, and Visio - or similar office applications.
• Strong and effective interpersonal skills.
• Familiarity with Docusign and Docusign Retrieve.
• Familiarity with Asana, Adobe Acrobat, Sage Intacct, and Adaptive Insights, or equivalent programs/applications.
• Familiarity with a ticketing system such as Tessitura.
• Beginning to intermediate knowledge of accounting, budgeting, financial reporting, purchasing, and invoice processing.
• Beginning to intermediate data analysis skills.
• Familiarity with Google Suite products.
• Interest in cross-training for professional and personal development as needed and/or desired.
• Ability to work within, and maintain, Monterey Bay Aquarium's Core Values.

Responsibilities

• Process ticketing database-related field trip service tickets and other ticketing requests from the Education Division.
• Complete database clean up, maintenance and other tasks (e.g., update records, correct data, etc.) as assigned.
• Document new, and update existing, standard operating procedures for activities and responsibilities relevant to the Coordinator role.
• Process purchase order requests by submitting purchase requisitions and distributing the Accounting-generated POs to interested parties.
• Coordinate Education scholarships workflow (e.g., WATCH, CSUMB) to meet SLAs, resulting in timely payments for scholars.
• Process Education's contracts, from vendor set ups to document collection, purchase requisition submissions, and purchase order dispatches.
• Coordinate Education Programs transportation scheduling with third-party transportation vendor(s).
• Reconcile credit card expenses with receipts to accommodate Accounting's monthly close schedule.
• Process predefined/prewritten emails through Salesforce Marketing Cloud.
• Process program participant waivers through DocuSign.
• Coordinate the completion of documents for Continuing Education Units registration through CSUMB for Educator Programs.
• Respond to incoming Education service tickets as needed; route inquiries to appropriate groups/staff for responses; and provide stellar customer service to educators and stakeholders.
• Provide administrative support as needed, such as event planning; backup support for incoming/outgoing mail; on/offsite asset inventory and storage; calendars and room reservations; inventory of all Bechtel equipment, resources, and departmental, custodial, and office supplies.

Benefits

• Hourly Compensation Range: $25.00-$28.37 USD per hour. Starting rate will vary based on previous experience and relevant skill/knowledge set.

What This Job Offers

• Industry: Museums, Historical Sites, and Similar Institutions
• Education Level: Bachelor's degree