Administrative Coordinator, Finance

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission.  We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ individuals, veterans, and people with disabilities to apply.

Job Summary:  

Under general supervision, provide administrative support for finance processes, programs, and senior management; coordinate various activities related to finance processes (such as vendor management, budgeting, expenses reporting, etc.); regularly work with highly sensitive and confidential data and process deadlines; perform other duties as required.

Core Activities:                                                                                                                                 

• Process and maintain confidential customer information for various internally and externally developed financial systems and tools. (vendor management, expense reports, purchase requisitions, etc.):
  • set up new accounts
  • maintain user profiles (e.g., update approvers, delegates, etc.)
  • reconcile appropriate data against requirements
  • follow up with customers for missing information, updates, etc.
  • track various program status and data (e.g., teacher stipends, etc.)
• Provide general administrative support including but not limited to:
  • Office reception duties
  • Track and distribute mail
  • Maintain department files
• Provide administrative support for Chief Financial Officer, Controller and Directors of the financial department (e.g., calendaring, lunches, meeting logistics such as zoom support, etc.).
• Format various content, tables, schedules, charts, etc. in google docs to support various Finance programs and processes (e.g., Board packages, intranet pages, etc.).
• Work on special projects as required (e.g., organize filing system, test systems updates, etc.).

Preferred Knowledge, Skills & Abilities (KSAs):

• A minimum of 2 years of general office experience including experience working with financial systems.
• Must be highly organized and able to handle multiple tasks and duties simultaneously in a fast-paced environment with remote colleagues.
• Demonstrated ability to learn new technology platforms quickly, including purchasing, contracts, budget, inventory management, and project management software
• Proficient in Google Docs, Microsoft Office Suite, Adobe Pro
• Must be independently motivated with the ability to take on tasks and duties without immediate direction
• Must be able to problem solve
• Must have excellent interpersonal skills
• Ability to work within and maintain Monterey Bay Aquarium’s Core Values

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment, main aquarium and exhibits, occasional offsite events, warehouse, construction sites

Hourly Compensation Range Minimum:

$25.00-$28.37 USD per hour. Starting rate will vary based on previous experience and relevant skills/knowledge set.

Salary : $25 - $28