Administrative Coordinator (Emily Dickinson Museum )

Amherst College•Amherst, NY

5d•Onsite

About The Position

Amherst College invites applications for the Administrative Coordinator position. This is a full-time, year-round role supporting the Emily Dickinson Museum. The Administrative Coordinator provides comprehensive administrative and logistical support in all areas of operation for the museum. This role involves a wide range of detail-oriented tasks in a fast-moving environment. Key areas of support include assisting the executive director, managing financial processes (accounts payable/receivable, reconciling income records), coordinating space and meeting schedules, and providing logistical support for Museum Board meetings and selected events. The position also involves monitoring and procuring supplies, communicating with various constituencies, and serving as a liaison to other College departments to ensure smooth museum operations. The Administrative Coordinator is expected to take appropriate actions to support a respectful, welcoming, and inclusive work environment.

Requirements

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

Nice To Haves

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

Responsibilities

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.
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.
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.
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.