Operations Administrator

2 weeks ago


New Orleans, United States The National WWII Museum Full time

The National WWII Museum is an EEO employer - M/F/Vets/Disabled

The National WWII Museum is currently seeking an OperationsAdministrator for the Capital Projects and Facilities Department. The Operations Administratorsupports the work of the Vice President and the department, providing generaladministrative and project-specific support. This position involves overseeingadministrative tasks, managing documentation, coordinating schedules, andensuring smooth operations across various departments within departmentsreporting to the VP of Capital Projects and Facilities.

Responsibilities:

  • Prepare complexand confidential correspondence, reports, and proposals. Distribute materialsto other Museum staff for information and/or disposition.
  • Arrange meetings,conferences, and travel for the department and external vendors; and assemblebackground materials as directed.
  • Serve as centralpoint of contact for internal and external stakeholders. Respond to internaland external communications in a timely and professional manner. Act as aliaison between the Vice President and outside agencies. Use independentjudgment and take appropriate action to resolve problems and answer questionsthat do not require the Vice President's attention.
  • Process paperworkassociated with the department, such as permits, certificates of insurance, andmiscellaneous vendor requirements. Maintain accurate records and databases,ensuring confidentiality and compliance with organizational policies.
  • Coordinateproject timelines, deliverables, and deadlines to support operationalefficiency.
  • Assist in thedevelopment and monitoring of budgets and expense tracking, and work plans.Process invoices, purchase orders, expense reports and financial transactionsin collaboration with the finance department.
  • Maintain officesupplies inventory. Manage departmental work area, including maintenance items,service requests, coffee, and breakroom supplies, etc.
  • Provideorganizational and staff support as required for meetings of the Board ofTrustees.
  • Undertake otherduties and special projects as assigned by the Vice President.
Qualifications:
  • Bachelor's Degreepreferred but not required.
  • Minimum of 3years in work-related experience associated with administrative, construction,or project-based functions.
  • Knowledge ofconstruction practices and processes. Knowledge of general accountingprocedures.
  • Proficient inMicrosoft Word, Excel, PowerPoint, and SharePoint.
  • Excellentcommunication skills, verbal and written.
  • Initiative,strong organizational skills, attention to detail, problem solving abilities,and good judgment.
  • Ability toanalyze facts and circumstances to make recommendations for solving problemswithin accepted Museum practice.
  • Ability to workindependently or in a team environment on shifting assignments and under tighttime constraints; consistently meet deadlines.
  • Willingness towork irregular hours including evenings, weekends, holidays, special events orduring periods of heavy visitation.

The starting wage for this position is $22.50/hour.

Please visit our careers page to see more job opportunities.

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