Operations Administrator at The National World War II Museum

Description

The National WWII Museum is currently seeking an Operations Administrator. The Operations Administrator for Capital Projects and Facilities supports the work of the Vice President and the department, providing general administrative and project-specific support. This position involves overseeing administrative tasks, managing documentation, coordinating schedules, and ensuring smooth operations across departments reporting to the VP of Capital Projects and Facilities, which include Capital Projects and Maintenance, Facilities and Engineering.

Requirements

• Prepare complex and confidential correspondence, reports, and proposals. Distribute materials to other Museum staff for information and/or disposition. Research, compose, and review draft correspondence and other documents for department projects.
• Arrange meetings, conferences, and travel for the department and external vendors; and assemble background materials as directed. Maintain records and tracking of all travel information for department and external vendors.
• Attend regular interdepartmental meetings, providing departmental updates. Record and transcribe meetings and create summaries. Create and deliver action items to department members; follow-up through execution and completion. Serve as central point of contact for internal and external stakeholders. Respond to internal and external communications in a timely and professional manner. Act as a liaison between the Vice President and outside agencies. Use independent judgment and take appropriate action to resolve problems and answer questions that do not require the Vice President’s attention.
• Process paperwork associated with the department, such as permits, certificates of insurance, and miscellaneous vendor requirements. Maintain accurate records and databases, ensuring confidentiality and compliance with organizational policies. Manage document flow, including distribution, tracking, and archiving of files and records.
• Maintain and track project status including timelines, deliverables, and deadlines to support operational efficiency. Assist in project specific research.
• Act as financial gatekeeper by creating purchase orders, processing invoices and expense reports, and monitoring all financial transactions for the Capital Projects and the Maintenance, Facilities and Engineering departments in collaboration with the finance department. Assists in the development and monitoring of budgets, expense tracking, and work plans.
• Maintain office supplies inventory. Manages the departmental work area, including maintenance items, service requests, coffee, and breakroom supplies, etc.
• Provide organizational and staff support as required for meetings of the Board of Trustees.
• Undertake other duties and special projects as assigned by the Vice President.

Qualifications

• Minimum of three years directly related experience associated with administrative, construction, or project-based functions. Bachelor’s Degree preferred but not required.
• Knowledge of construction practices and processes. Knowledge of general accounting procedures.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and SharePoint.
• Excellent communication skills, verbal and written.
• Initiative, strong organizational skills, attention to detail, problem solving abilities, and good judgment.
• Ability to analyze facts and circumstances to conclude and make recommendations for solving problems within accepted Museum practice.
• Ability to work independently or in a team environment on shifting assignments under tight time constraints consistently meeting deadlines.
• Willingness to work irregular hours including evenings, weekends, holidays, special events or during periods of heavy visitation.

In addition to offering competitive wages, the Museum’s benefits package includes: 

• Medical insurance – 2 plan options; Museum pays 75% of premium 
• Dental and vision insurance 
• Flexible spending account 
• 401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment 
• Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available 
• Long term disability insurance 
• Paid vacation and sick leave, 10 paid holidays per year 
• Free parking 
• Tuition assistance and professional development 
• Employee assistance program 

The National WWII Museum is an Equal Opportunity Employer and seeks diversity in its workforce.  We are dedicated to a policy of non-discrimination in employment on any basis including age, sex, race, religion, national origin, sexual orientation, or disability.  Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.