Senior Coordinator - New England Aquarium

The Senior Coordinator is a critical member of the Anderson Cabot Center for Ocean Life (ACCOL), providing direct administrative and operational support to a four-person leadership team, assisting with department-wide effort, liaising with internal stakeholders across the Aquarium, and helping the aquarium maximize its mission impact.

This is a full-time regular position offering a comprehensive benefits package. The schedule will be Monday - Friday 9:00am - 5:00pm with the option for a hybrid schedule, working at least two days on-site weekly. Hybrid schedules are only available for residents of MA, RI, NH, ME, NY and VT.

ESSENTIAL FUNCTIONS

1. Manages all travel arrangements, expense reimbursements, and credit card reconciliations for ACCOL leadership, liaising with development and/or executive as appropriate, and working with Corporate Traveler.
2. Schedules and manages ACCOL online meetings, on-site meetings/workshops and events.
3. Manages ACCOL calendar, ACCOL SharePoint site. and website pages (with IT support), including requesting content updates
4. Generates and distributes monthly department and project budget reports to the Director of Operations, Program Chairs and Chair Coordinators.
5. Coordinates communication with PIs on finance needs and requests.
6. Manages corporate and department credit card reconciliations.
7. Supports in the creation of cost proposals for grant applications.
8. Assists with monitoring the reporting deadlines for grants and contributing to on-time report submissions, sending reminders to relevant parties (PIs, Chairs and finance/development staff).
9. Assists with budgeting and year-end close-out procedures in consultation with the Director of Operations.
10. Assists with processing invoices, purchase orders, and accounts payable transactions for all ACCOL staff in consultation with the Director of Operations.
11. Tracks and manages IT needs within the department in consultation with the Director of Operations.
12. Liaises with Facilities departments on all building and vehicle requests and/or needs.
13. Performs other position-related duties, as assigned.

QUALIFICATIONS

Minimum Training and Experience

• High school degree and at least two years of administrative experience.
• Experience with data entry and management required.
• Experience with accounts payable and general accounting procedures a plus.

Knowledge, Skills, and Abilities

• Good communication skills with strong customer service orientation.
• Ability to interact with employees and vendors professionally.
• Well organized, with strong attention to detail and the ability to consistently meet deadlines.
• Proficiency in the use of Windows and MS Office Applications, Microsoft Outlook and Teams; advanced capabilities with Excel, Smartsheet, and SharePoint a plus.
• A genuine interest in, and passion for, the important ocean and marine animal conservation mission of the Aquarium.

For more information and to apply online please visit: http://neaq.applicantpro.com/jobs/

New England Aquarium is committed to diversity, equity, and inclusion in the workplace and is an Equal Employment Opportunity Employer as defined by the EEOC. Here we foster a culture of respect, diversity, and inclusion. We strive to engage and inspire a broad audience with our efforts to protect the blue planet, and we believe a diverse workforce provides experiences, skills, and perspectives that enrich our programs, strengthen problem-solving, add creativity, and enhance our work environment.