Office Administrator at Carnegie Museum of Natural History
Office Administrator
Carnegie Museum of Natural History - Oakland, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #397
Wednesday, February 26, 2020
Carnegie Museums of Natural History, one of the four Carnegie Museums of Pittsburgh, is among the top natural history museums in the country. It maintains, preserves, and interprets an extraordinary collection of artifacts, objects, and scientific specimens used to broaden understanding of evolution, conservation, and biodiversity. Carnegie Museum of Natural History generates new scientific knowledge, advances science literacy, and inspires visitors of all ages to become passionate about science, nature, and world cultures.
Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.
We are looking for a collaborative, systems-focused person who is also good with details to join our Exhibitions/Public Programs team at Carnegie Museum of Natural History. This is a unique position that works across several visitor-facing museum departments (Exhibitions, Education, Lifelong Learning) and acts as a liaison with the museum’s Finance office on administrative tasks including invoicing, purchasing, and processing payments. Successful candidates will have experience keeping track of details across multiple, complex, projects as well as strong interpersonal skills to ensure seamless collaboration across our dynamic team.
As OFFICE ADMINISTRATOR, you will be responsible for the execution of day-to-day financial bookkeeping and office management in support of CMNH public programs and exhibitions.
Responsibilities include:
- Managing purchasing processes, including coding invoices to GL accounts and maintaining records to track spending;
- Managing invoicing and processing payments for services rendered;
- Managing ordering, documentation and delivery of materials for strategic projects;
- Filing executed contracts and managing payment schedules for contracts;
- Coordinating use of shared office equipment and space (i.e. schedule maintenance and repair of photocopiers/printers; coordinate schedule of shared meeting spaces);
- Acting as a liaison between Exhibitions, Education, and Lifelong Learning; departments by attending department meetings and coordinating interdepartmental projects as assigned.
This is a Full-Time position.
Requirements:
- High school diploma or equivalent;
- 3-5 years progressive experience in bookkeeping and office management;
- Strong organizational skills and attention to detail;
- Strong communication skills – in person, over the phone, and writing;
- Must be flexible, timely, professional and good at teamwork;
- Must take a pro-active and positive approach to problem solving;
- Must be able to balance strategic thinking with day-to-day operations.
Preferred skills and experience:
- Associate's degree or business school graduate;
- Experience with bookkeeping and tracking budgets;
- Capable of using Excel and other Microsoft applications;
- Comfortable in a digital space;
- Comfortable learning new systems or applications as required for collaboration in a large organization.
The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:
Pennsylvania Child Abuse History Clearance
Pennsylvania State Police Criminal Record Check
FBI Fingerprint Criminal Background Check