Administrative Coordinator

Employer: Portland Museum

Job Description

Reports to: Executive Co-Directors

Job Type: Full-time or Part-time with set schedule; additional hours to assist with events as needed

Hourly Rate: $12 (+) dependent on experience

Summary of Responsibilities:

In support of Portland Museum’s mission and vision, this position primarily provides administrative and project support to the Executive Co-Directors to help ensure effective and efficient museum operations and performs related duties and responsibilities as assigned. The Administrative Coordinator also represents the Executive Co-Directors at the highest levels and enjoys being an ambassador for Portland Museum and diplomat to staff, trustees, and donors. Responsibilities include:

Visitor Services

  • Staffs the front desk during public hours, guiding museum visitors and welcoming visitors for appointments as needed
  • Turns on exhibitions for public hours, ensuring light bulbs are replaced as needed and that all parts of an exhibition are operating as expected
  • Provides administrative support for Visitor Services initiatives, such as tracking museum admission, logging visitor surveys, and maintaining the museum’s mailing list databases
  • Manages the museum gift shop, including purchasing, marketing, and maintaining inventories and sales
  • Coordinates outreach efforts and promotion of the museum and gift shop
  • Performs custodial/maintenance duties as needed to ensure a clean and safe visitor experience


  • Oversees day-to-day administrative needs of the museum’s office; serves as point person for general office procedures and inter-office communications
  • Manages museum calendars, creating new ones as instructed
  • Implements and maintains effective management systems for the museum’s paper and electronic records, including accounting, programming, insurance, contracts, etc.
  • Assists in data-entry and development of record-keeping protocols utilizing the museum’s various database software
  • Ensures office and meeting spaces are prepared for the day and upcoming meetings
  • Assists with organizing meetings, notifying attendees, and sending reminders on behalf of the Executive Co-Directors
  • Prepares agendas, correspondence, reports, and other documents as requested by the Executive Co-Directors, maintaining a high level of confidentiality
  • Assists in the preparation of materials for presentations, handouts, and correspondence on behalf of the Executive Co-Directors and other staff members as needed
  • Records, transcribes, and circulates meeting minutes and assists with follow-up activities as needed
  • Manages the scheduling and preparation of meeting and event spaces as needed by external individuals
  • Organizes travel arrangements including airline, car, and hotel reservations for staff, curators, scholars, and artists as assigned
  • Manages incoming and outgoing mail and ensures mailing supplies are stocked
  • Answers phones and manages incoming communications (email, social media, phone, mail) and directs to appropriate staff as needed
  • Oversees and maintains inventory of office and mailing supplies
  • Oversees daily upkeep of staff kitchen and maintains inventory of program and event supplies (such as camp snacks, beverages, liquor, utensils, and serving goods)
  • Assists in the posting, recruitment, and processing of applications for interns and employment opportunities in partnership with relevant departments
  • Conducts independent research and assists with special projects as needed

Salary Range: < $35,000

Job Requirements:

Minimum Qualifications

  • At least 2 years of project or office management experience, or an equivalent combination of education and experience
  • Possesses excellent interpersonal, organizational, and problem-solving skills
  • Possesses naturally warm, sincere, friendly manner
  • Able to create concise reports
  • Maintains absolute confidentiality and discretion with information at highest levels
  • Works independently, demonstrates initiative, and anticipates advance planning, as well as having the ability to work within a team dynamic
  • Demonstrates a strong attention to detail and exacting organizational skills: ability to prioritize, multi-task, and work under pressure
  • Able to organize, prepare, coordinate, and execute administrative tasks under various museum departments; collaborating and taking direction from other staff members (i.e., those other than the Executive Co-Directors) as needed
  • Possesses contemporary technology skills, including Microsoft Office applications and the ability to learn new database software
  • Willingness to learn and adhere to professional museum standards and practices, particularly regarding artifacts and archives

Preferred Qualifications

  • Experience in nonprofit outreach and marketing
  • Experience with social media marketing
  • Experience in retail buying/merchandising

How to Apply:

Deadline: 9:30am on Monday, January 10, 2020

Please email resume and cover letter to:

Resume and cover letter may also be delivered to the museum (2308 Portland Ave, Louisville, KY). If the door is locked, please leave application packet in the mailbox.

(No phone calls, please.)