Office Coordinator

Job Summary

The Office Coordinator works on-site full-time and supports Strawbery Banke Museum (SBM) staff by handling various administrative tasks, including answering phones, ordering supplies, and providing HR support.​

Duties and Responsibilities

Office Administration:

• Answer telephones, demonstrating basic knowledge of all departments and programs
• Greet and direct visitors professionally and courteously      
• Coordinate Management Team and monthly staff meetings, including scheduling and sending reminders
• Collect, sort, and manage incoming mail; visit the post office to retrieve mail as necessary
• Sign for packages and ensure timely delivery to tenants and staff
• Manage the postage machine, including ordering supplies, replenishing postage, and scheduling maintenance
• Oversee the copy machine, ensuring supplies are stocked and maintenance is performed as needed
• Manage and order general office supplies for SBM staff
• Order business cards and name tags upon request
• Maintain cleanliness of the kitchen area, including ensuring the refrigerator is clean, dishwashing and ensuring the dishwasher is operational

Human Resources:

• Assist the Education and Visitor Services Departments during the hiring and rehiring process each April
• Work closely with position supervisors on posting open positions
• Maintain I 9 compliance and ensure proper document verification through the E-Verify system
• Distribute SBM Orientation materials and supplies to new staff
• Support the Finance and Administration Department with staff onboarding processes
• Manage parking passes for staff and tenants, maintaining accurate records and updating parking passes on an annual basis
• Assist in scheduling interviews and ensuring the hiring process progresses smoothly​
• Organize staff appreciation events to foster a positive work environment.
• Ensure all mandatory posters are displayed in a conspicuous place and kept up to date

Volunteer Coordination

• Process and respond to all incoming volunteer applications
• Notify volunteer leads when applicants are interested in non-event opportunities (i.e. gardening, archaeology, facilities)
• Draft a monthly volunteer e-newsletter containing all upcoming volunteer opportunities, coordinate with the Director of Marketing on distribution
• Utilize the POINT volunteer management platform to track volunteer hours for reporting to the Board of Trustees, assist with event sign ups, and coordinate volunteer rewards
• Serve at the point of contact for all volunteers
• Oversee volunteer rewards distribution
• Coordinate volunteer appreciation events throughout the year
• Maintain up to date volunteer orientation materials

Additional Duties

• Assist with Museum events as assigned by the Director of Events
• Participate in all trainings and workshops required of Strawbery Banke Museum staff
• Other duties as assigned

Qualifications

• Previous office experience is required.​
• Strong attention to detail with the ability to prioritize tasks and work independently with minimal supervision.​
• Friendly and pleasant demeanor with a collaborative, team-oriented attitude.​
• Excellent organizational and follow-through skills, with the ability to manage multiple projects and meet deadlines.​
• Excellent written and verbal communication skills
• Strong computer knowledge; including Google Suite

Requirements of all Strawbery Banke Museum Staff 

SBM is committed to fostering a workplace that is truly equitable, inclusive, and accessible for a diverse group of staff, volunteers, and visitors. As such, it is an essential requirement that every SBM staff member:  

1. Exhibit a positive, collegial attitude and ability to work cooperatively with others at all levels of the organization including direct reports, colleagues, supervisor, volunteers, and visitors of all ages, abilities, and cultural backgrounds;
2. Actively contribute to an organizational culture of empathy, dignity, trust, and respect.  Each person at SBM agrees to proactively prevent and address issues such as unconscious bias, harassment, gender disparity, racial inequity, political divisiveness, and barriers to accessibility; and
3. Foster inclusive and engaging interactions, accommodate safety and comfort needs and requests, and to provide the best visitor experience possible.  Staff members equally share the responsibility of immediately addressing a deficiency, and/or, notifying the appropriate department or supervisor to address any situations.

Strawbery Banke Museum Staff Norms

SBM is committed to fostering a supportive and safe work culture. Through a series of training sessions in 2022-2023, staff collectively established and approved the following norms:

1. We will set and acknowledge boundaries that foster a healthy work/life balance
2. We will help and support each other to create psychological safety and trust
3. We will welcome different viewpoints, values, and ideas in solving organizational problems
4. We will proactively, honestly, and constructively create clear expectations regarding communication with all potential stakeholders
5. We will hold ourselves and each other accountable in executing mutually agreed upon decisions

Working Conditions

This position requires working occasional nights and weekends for Museum and Member events. The staff event schedule for Museum events will be coordinated in advance by the Director of Events. When occasional evening and weekend work is required for events, the equivalent time off is provided within the same workweek whenever possible.

Must be physically and mentally able to perform the essential functions of the position, with or without reasonable accommodations.

The essential duties of this position require regular attendance on site.