What are the responsibilities and job description for the Administrative Coordinator position at Lynn Meadows Discovery Center?
Description:
The Administrative Coordinator supports the LMDC management team through a wide range of clerical, scheduling, data entry, and communication responsibilities. This position plays a central role in ensuring smooth day-to-day operations across multiple departments by managing calendars, coordinating events and outreach logistics, maintaining records, and providing professional administrative support.
Reports to:
Executive Director
Responsibilities:
- Answer phone and direct calls with a friendly and professional demeanor.
- Book birthday parties and group visits (e.g., field trips), and coordinate follow-up for payments, deposits, and contracts. Take initial rental inquiries and schedule appointments for events staff.
- Maintain and coordinate multiple calendars, including a physical wall calendar, Google calendars, and the POS system; ensure spaces are prepped and cleared before use and that no space is double booked.
- Assist with various scheduling, data tracking, and clerical tasks for all departments, including but not limited to education, development, finance, marketing, and facilities.
- Collect, enter, and compile data in Excel or Google Sheets, including participation and survey data. Create and edit documents and presentations in Word, PowerPoint, Google Docs, and Adobe.
- Manage the volunteer database, scheduling individual and group volunteers, and coordinating volunteer communications.
- Schedule and coordinate outreach events and logistics in collaboration with other departments.
- Organize, file, and maintain financial and administrative records, including credit card receipts and vendor bills.
- Assist with mailing and distribution tasks, including membership renewals and promotional materials.
- Provide additional administrative support to the Executive Director and other leadership team members as needed, including helping with museum events that sometimes fall on evenings or weekends.
- Follow and uphold the Board policies set forth in the LMDC employee handbook and perform other duties as assigned by the Executive Director.
Position Requirements:
Must have excellent organizational skills, attention to detail, and a proactive, team-oriented attitude. Comfortable working in a dynamic, family-focused, fast-paced environment. Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Calendar, Drive), and Adobe. Experience with QuickBooks Online is a plus but not required. Must be available 9:30am to 4:00pm Monday through Friday, with occasional early mornings, later evenings, and/or weekend hours for events.
If you are an enthusiastic individual looking to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this exciting opportunity.
Job Type: Part-time
Pay: $12.00 - $15.00 per hour
Expected hours: 30 – 35 per week
Benefits:
- Employee discount
- Flexible schedule
Schedule:
- Day shift
- Monday to Friday
- Weekends as needed
Ability to Commute:
- Gulfport, MS 39507 (Preferred)
Ability to Relocate:
- Gulfport, MS 39507: Relocate before starting work (Preferred)
Work Location: In person
Salary : $12 - $15