Office Administrators

Job Summary NHMU•Salt Lake, UT

About The Position

The Administrative & Office Coordinator provides administrative and office support to NHMU’s leadership team and reports to the Executive Project Manager. Working closely with the Executive Project Manager, this position is part of a collaborative administrative support team that coordinates leadership priorities. The role manages organization-wide administrative needs and supports the administrative functions of the Museum’s seven department heads: the Executive Director, Deputy Director and Director of Philanthropy & Communications, Director of Exhibits, Director of Administration, Director of Operations, Director of Education & Community Engagement, and Director of Science. The coordinator also supports daily administrative-office operations by maintaining shared workspaces, supplies, and office resources. NHMU is the largest natural and cultural history museum in the intermountain west. Founded in 1963 as Utah’s state natural history museum and part of the University of Utah in Salt Lake City, NHMU is a scientific and cultural institution whose mission is to illuminate the natural world and the place of humans within it.

Requirements

Office Administrator, I: bachelor’s degree or equivalency plus 2 years of directly related work experience, or a master’s degree or equivalency.
Office Administrator, II: bachelor’s degree or equivalency plus 4 years of directly related work experience, or a master’s degree or equivalency plus 2 years of directly related work experience.
One year of higher education may be substituted for one year of directly related work experience.

Responsibilities

Schedule and coordinate organization-wide group meetings.
Schedule and renew annual organizational memberships.
Maintain and update the monthly Department Head on Duty/Department Head on Call schedule.
Meet regularly with individual Department Heads to provide requested administrative support, including calendaring and scheduling, purchasing, travel coordination, information gathering, and other administrative duties.
Support the Executive Director by coordinating weekly Department Head Meetings.
Schedule and coordinate department-wide meetings, including calendaring, communications, logistics, and minute taking.
Assist and support the Executive Project Manager as needed.
Inventory and maintain shared office and kitchen supplies.
Maintain 5th floor administrative shared spaces, including conference rooms, copy room, and communal events closet.
Attend to internal mail/post needs.