Senior Administrative Coordinator, Education Operations (Term Assignment) - Monterey Bay Aquarium : Job Details

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.

Job Summary:

Under limited 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. Maintain data in the Division's two databases; monitor email program communications and 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.*

*Please note: This posting is for a 18 month term assignment.

Core Activities:

• Collect and export participant and non-participant data from the ticketing database (Tessitura) and import it into Education's CRM (Salesforce).
• Audit and correct data from both databases ensuring integrity, accuracy, completeness, and relevance.
• Create reports and from them build data visualizations, dashboards, lists, etc. for leadership and program teams to inform strategic decisions.
• Update and revise existing reports to keep information current and relevant for review by leadership and program teams.
• Recommend improvements on and develop best practices for data collection and analysis.
• Monitor the execution and completion of financial processes (e.g., purchase requisitions, credit card reconciliations, WATCH Scholarships, and contracts).
• Oversee Education's contracts process, from vendor set ups to purchase requisition submissions and purchase order dispatches.
• Monitor delivery of Education scholarships (e.g., WATCH, CSUMB) and work with Accounting to provide funds to selected scholars.
• Collaborate with program leads and transportation vendor(s) to finalize and arrange transportation needs for Education programs.
• Document new, and update existing, standard operating procedures for the division related to databases and finances (e.g., training materials, etc.)
• Train, mentor, and coach the Ed Ops Coordinator.
• Provide one-on-one coaching and deliver small-group training to guide staff in basic skills to become efficient users in the Division's databases.
• Build Education applications with FormAssembly utilizing Salesforce datasets and configurations.
• Guide volunteers through onboarding logistics; work in partnership with Volunteer Engagement and Education Programs staff to support, train, and schedule volunteers; represent the Education Division at the annual volunteer appreciation evening gala and manage celebration events for Division volunteers.
• Resolve Education service tickets within Tessitura as needed (e.g., making revisions to field trip reservations in Tessitura, routing inquiries to appropriate groups/staff for responses, and providing stellar customer service to educators and stakeholders).

Preferred Knowledge, Skills & Abilities (KSAs):

• BS/BA degree or equivalent combination of education, training and experience
• Experience working with deadlines
• 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, with minimal supervision
• Experience with data management systems, Salesforce preferred
• Intermediate knowledge of and experience with Microsoft Office - Excel, Word, and Visio - or similar office applications
• Strong and effective interpersonal skills
• Proven experience with Docusign and Docusign Retrieve
• Advanced knowledge of and experience with Asana, Adobe Acrobat, Sage Intacct, and Adaptive Insights, or equivalent software/applications
• Direct experience with a reservation software such as Tessitura
• Intermediate to advanced knowledge of accounting, budgeting, financial reporting, purchasing, and invoice processing
• Intermediate to advanced data analysis skills
• Proven experience 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

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs

• Typical office environment, main aquarium and exhibits, occasional offsite events

Hourly Compensation Range:

$27.50-$31.73 USD per hour. Starting rate will vary based on previous experience and relevant skill/knowledge set.