Administrative Coordinator

Museum of Craft and Design
Position: Administrative Coordinator
Reports to: Associate Director
Hours: Full-time, non-exempt; some evenings and weekends required
Compensation: $26.00-$30.00 per hour

The Museum of Craft and Design (MCD) is the only museum in San Francisco devoted to craft and design. Founded in 2004, MCD showcases designers, makers, and artists through an exciting and distinctive series of craft and design-focused exhibitions and public programs. MCD seeks a skilled and personable Administrative Coordinator who oversees all aspects of administrative coordination and logistics for the museum. The Administrative Coordinator’s primary role is to support leadership and senior staff, performing a variety of routine to complex administrative, clerical, and office duties for the successful daily and long-term administrative needs of the museum. As such, it is essential for this role to be in the office Monday through Friday. In addition, this position provides support and appropriate staffing for the successful production of an active public and private events calendar, which requires some evenings and weekends.

Key Responsibilities

• Regular attendance five days a week.
• Opens and closes the administrative office, ensuring spaces are maintained and ready for staff; answers the office door for packages and welcomes visitors for appointments.
• Oversees day-to-day administrative needs of the museum’s office, i.e., manages administrative office budget, ensures accurate and timely reporting, deposits all checks and cash, records deposits, manages petty cash, and serves as the point person for the development and effective implementation of general office procedures and interoffice communications.
• Answers phones and manages incoming communications (email, phone, post) and directs to appropriate staff as needed; manages the email accounts for admin@sfmcd and info@sfmcd.
• In collaboration with the Business Director, coordinates department expense reporting procedures; ensures invoices are reviewed, approved, and submitted in a timely manner.
• Manages incoming and outgoing mail and ensures mailing supplies are stocked.
• Assists in data entry and record keeping for various museum departments utilizing the museum’s database software and provides support to department directors as needed.
• Heavy lifting required.

Additional Responsibilities

• Assists with organizing meetings, including set-up of weekly staff meetings, and notifies attendees; sends reminders on behalf of the Executive Director and Associate Director.
• Prepares agendas, correspondence, reports, and other requested documents as required by leadership and senior staff, maintaining a high level of confidentiality.
• Assists in preparation for Board and Committee meetings, including troubleshooting tech requirements; gathers staff reports for the Executive and Associate Directors.
• Serves as Secretary at Board meetings and takes minutes; gathers minutes for signatures and maintains electronic and hard copy archives.
  Prepares room and plans refreshments and provides support for Board, Committee, and community meetings as needed.
• Implements and maintains effective management systems for the museum’s paper and electronic records, including accounting, insurance, contracts, etc.
• In the absence of the Business Director, makes necessary payments and deposits as approved by senior staff.
• Organizes and prepares meeting spaces for conference calls and telecommunications, including logistical arrangements for domestic and international travel and Skype/Zoom calls.
• Liaises with the Business Director to ensure smooth processing of accounts payable/receivable, tax documents, payroll, yearly audit, and staff leave. Coordinates onboarding/offboarding process and maintains employment and other files.
• Oversees and maintains inventory of office supplies, including tech.
• Oversees daily upkeep of staff kitchen and general office area, and maintains an inventory of snacks, beverages, utensils,  serving goods, paper towels, and toilet paper.
• In partnership with the Operations Manager, serves as coordinator for the museum, ensuring the timely distribution of contracts, insurance materials, deposits, and COVID protocols.
• Serves as onsite coordinator for rentals and private events in partnership with the Operations team.
• Other duties as assigned.

Required Skills and Knowledge

• BA/BS degree and three years of high-level administrative experience, or an equivalent combination of education, training, and experience; executive assistant experience preferred.
• Demonstrated high-level organizational skills and ability to balance multiple priorities and meet deadlines promptly in a fast-paced environment.
• Ability to appropriately handle sensitive information and communications with staff, Board, and stakeholders with integrity and confidentiality.
• Excellent written and oral communication skills; possesses strong writing, editing, and proofreading skills.
  Highly proficient in the use of MAC and software applications, including CRM database management and Microsoft Office Suite, with the ability to learn new applications.
• Possesses excellent interpersonal skills, initiative, sound judgment, positive attitude, and ability to work independently as well as in a team environment.

How to Apply

The Museum of Craft and Design is an equal opportunity employer committed to a diverse work environment. BIPOC, LGBTQIA+, veterans, and those with disabilities are strongly encouraged to apply. To apply, please visit Indeed. Interested candidates should include a cover letter and detailed résumé with your application. Due to the anticipated number of applications, only those candidates selected for further review will be contacted. The position will be open until filled. No phone calls, please.