Sr. Administration Coordinator, Guest Experience (Term Assignment)

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 limited supervision, perform duties that support the needs of the Guest Experience division including but not limited to budgeting and accounting, data maintenance and analysis, training delivery, communication, logistics; individual assignments will vary; perform other duties as required. This role is critical in maintaining the business needs of a  large, dynamic division.

Core Activities:

• Lead the coordination of the annual budget process for Guest Experience:
  • Represent division in Finance and Accounting meetings; update leadership and apply Finance guidance to annual process
  • Consolidate department level budget recommendations
  • Identify gaps for alignment to workplans
• Perform divisional finance processes including but not limited to:
  • Process contracts, purchase orders, and expense reports
  • Track expenses against annual budget
  • Produce monthly expense reports
• Create and produce presentations, reports, and other outreach and communication materials (create and populate templates, assist with formatting and citations, etc.)
• Perform general administrative support for the division, including taking meeting minutes, proofreading content, participating in internal committees, etc.
• Provide administrative support for Guest Experience leadership, including calendaring, coordinating VIP visits, meeting logistics, etc.
• Develop new and improved workflows to support new and existing Guest Experience programs and processes; document and update SOPs and training materials
• Train, mentor, and coach other Guest Experience coordinators
• Track and analyze program data for GE initiatives and projects (training, program evaluation, performance metrics, financials) for leadership to inform strategic decisions.
  • Collect and compile program data
  • Create charts, graphs, and tables to make the data accessible and consumable for program teams, program managers, and leadership. 
  • Analyze and recommend program improvements
• Execute aspects of staff recruitment, onboarding, and trainings
  • Deliver presentations and trainings on hospitality, technology, and other relevant topics
  • Maintain records and documents, plan enrichment agendas and schedules
• Create and recommend content for Guest Experience intranet site and assures accuracy through regular updates
• Provide operational support as needed

Preferred Knowledge, Skills, & Abilities (KSAs):

• Bachelor's degree or equivalent combination of education, training, and experience
• Minimum 6 years' office administration, bookkeeping, or project support experience
• Advanced knowledge and experience with Google Suite, Sage Intacct, and Adaptive Insights, or equivalent software/applications
• Intermediate knowledge of and experience with Microsoft Office - Excel, Word, and Visio - or similar office applications
• Able to work independently, to multi-task, to set priorities and meet deadlines in a creative environment
• Experience in project management programs and software such as Asana
• Excellent organizational and communication skills
• Excellent collaborative skills, especially in working with and maintaining positive relationships with internal colleagues and external partners
• Ability to maintain confidential information with discretion, integrity, and diplomacy
• Ability to converse in another international language (Spanish, Chinese, Japanese, French, German, Portuguese, etc)
• Must be comfortable in a fast-paced, high-volume environment
• Able and willing to work weekends and holidays
• Ability to work within, and maintain Monterey Bay Aquarium's Core Values
• Ability to support a work culture of equity and accountability demonstrated by leadership and interactions with colleagues and partners, both internal and external; encourage strong relationships among and between program participants, volunteers, and staff; adhere to equitable processes to guide new staff and volunteers

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 pounds
• Typical office environment, main Aquarium and exhibits, occasional offsite events

Hourly Compensation Range:

$27.50 - $31.73 Starting rate will vary based on previous experience and relevant skills/knowledge set

Salary : $28 - $32