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, provide administrative support to teams in the Aquarium’s marketing and technology functions. Coordinates division meetings, schedules, contractors, expense reports, and vendors to assist senior leadership in safeguarding and increasing efficient and timely office operations. Process purchasing and expense-related procedures for equipment, software, vendor contracts, and technology purchases for other departments. Ensures division-wide compliance with administrative processes and standard operating procedures and liaises with cross-divisional teams, subcontractors, and consultants, as needed. Communicates with discretion and diplomacy when liaising with staff and vendors over sensitive and/or confidential information. Perform other duties as required.
Core Activities:
- Process contracts and purchase orders by working with project leads, Division leadership, and Finance and Accounting to ensure timely and accurate documentation.
- Process invoices and purchasing, including tracking estimated versus actual expenses in coordination with Strategy and Operations.
- Coordinate technology assets for all of the Aquarium by tracking the lifecycle of PCs, monitors, peripherals, group printers, telephones, radios, and conference room equipment.
- Support onboarding and offboarding of Aquarium-wide staff, interns, and temp staff by ensuring equipment and workstations are ready by the start date. Recover hardware and allocate them for re-use or disposal according to standard operating procedures.
- Assist with fulfilling and documenting software requests and distributing licenses/seats based on department requirements.
- Maintain division-wide information resources, including operational protocols and directories and perform related data entry to keep materials up to date.
- Re-route incoming requests and issues for the division to appropriate team leads to bring issues and requests to resolution.
- Coordinate meetings, facilitate introductions, provide travel arrangements and meeting room planning for staff, vendors, and business partners as needed. Organize and coordinate a regular distribution of agendas, recordings and presentations.
- Represent the division on internal groups and committees related to administration and operations (e.g., Safety and Operations, etc. Committees).
- Support the timely replacement, upgrades, and e-waste processes in collaboration with Technology and Innovation and Strategy and Operations.
Preferred Knowledge, Skills & Abilities (KSAs):
- Three to five years of high-level administrative experience
- Excellent customer service skills
- Experience training staff on software systems and processes
- Experience in use of electronic contract and signature routing software, e.g. DocuSign
- Familiarity with enterprise procurement and expense accounting systems, e.g. Intacct, Concur, Adaptive
- Familiarity with project management methods and software tools, e.g. Jira, Asana
- Demonstrated ability to learn new systems in support of IT and Monterey Bay Aquarium business processes
- Exhibits an interest in and/or passion for technology and data
- Commitment to continuous learning, training, and education both personal and in their field
- Proven Google/Microsoft Office experience
- Excellent, friendly customer service skills
- Strong verbal and written communications skills
- Excellent organizational and time management skills; working with minimal supervision
- Able to work independently, to set priorities and meet deadlines
- Strong attention to accuracy and detail
- Demonstrates personal accountability, leadership, teamwork and initiative
- Ability to work within, and maintain Monterey Bay Aquarium’s Core Values
Preferred Knowledge, Skills & Abilities (KSAs):
- Three to five years of high-level administrative experience
- Excellent customer service skills
- Experience training staff on software systems and processes
- Experience in use of electronic contract and signature routing software, e.g. DocuSign
- Familiarity with enterprise procurement and expense accounting systems, e.g. Intacct, Concur, Adaptive
- Familiarity with project management methods and software tools, e.g. Jira, Asana
- Demonstrated ability to learn new systems in support of IT and Monterey Bay Aquarium business processes
- Exhibits an interest in and/or passion for technology and data
- Commitment to continuous learning, training, and education both personal and in their field
- Proven Google/Microsoft Office experience
- Excellent, friendly customer service skills
- Strong verbal and written communications skills
- Excellent organizational and time management skills; working with minimal supervision
- Able to work independently, to set priorities and meet deadlines
- Strong attention to accuracy and detail
- Demonstrates personal accountability, leadership, teamwork and initiative
- 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 :
$24.88-$27.88 USD USD per hour. Starting rate will vary based on previous experience and relevant skills/knowledge set.
