Operations Administrator

The National WWII Museum is currently seeking an Operations Administrator for the Capital Projects and Facilities Department. The Operations Administrator supports the work of the Vice President and the department, providing general administrative and project-specific support. This position involves overseeing administrative tasks, managing documentation, coordinating schedules, and ensuring smooth operations across various departments within departments reporting to the VP of Capital Projects and Facilities.

Responsibilities:

• Prepare complex and confidential correspondence, reports, and proposals. Distribute materials to other Museum staff for information and/or disposition.
• Arrange meetings, conferences, and travel for the department and external vendors; and assemble background materials as directed.
• Serve as central point of contact for internal and external stakeholders. Respond to internal and external communications in a timely and professional manner. Act as a liaison between the Vice President and outside agencies. Use independent judgment and take appropriate action to resolve problems and answer questions that do not require the Vice President’s attention.
• Process paperwork associated with the department, such as permits, certificates of insurance, and miscellaneous vendor requirements. Maintain accurate records and databases, ensuring confidentiality and compliance with organizational policies.
• Coordinate project timelines, deliverables, and deadlines to support operational efficiency.
• Assist in the development and monitoring of budgets and expense tracking, and work plans. Process invoices, purchase orders, expense reports and financial transactions in collaboration with the finance department.
• Maintain office supplies inventory. Manage departmental work area, including maintenance items, service requests, coffee, and breakroom supplies, etc.
• Provide organizational and staff support as required for meetings of the Board of Trustees.
• Undertake other duties and special projects as assigned by the Vice President.

Qualifications:

• Bachelor’s Degree preferred but not required.
• Minimum of 3 years in work-related experience associated with administrative, construction, or project-based functions.
• Knowledge of construction practices and processes. Knowledge of general accounting procedures.
• Proficient in Microsoft Word, Excel, PowerPoint, and SharePoint.
• Excellent communication skills, verbal and written.
• Initiative, strong organizational skills, attention to detail, problem solving abilities, and good judgment.
• Ability to analyze facts and circumstances to make recommendations for solving problems within accepted Museum practice.
• Ability to work independently or in a team environment on shifting assignments and under tight time constraints; consistently meet deadlines.
• Willingness to work irregular hours including evenings, weekends, holidays, special events or during periods of heavy visitation. 

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

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