Administrative Coordinator

The Cape Fear Museum of History & Science is hiring an Administrative Coordinator. Reporting to the Museum Director, the Museum Administrative Coordinator performs advanced administrative, financial, operational, and personnel coordination duties in support of Cape Fear Museum. This position functions as a stand-alone administrative classification distinguished by responsibility for coordinating departmental administrative operations and participating in personnel processes for the department.

The position serves as a primary liaison between the museum and New Hanover County departments including Human Resources, Finance, Budget, and Purchasing. The Museum Administrative Coordinator supports organizational operations, strategic initiatives, accreditation activities, and departmental coordination while providing administrative support to the Museum Director and Museum Advisory & Associates Board.

This position requires considerable organizational, communication, financial, and administrative coordination skills and supports efficient and effective museum operations at two facilities - Grace Street and Market Street campuses.

Essential Duties

Administrative & Operational Support

• Provide comprehensive administrative support to the Museum Director and museum leadership team.
• Support the Museum Advisory Board including meeting coordination, agenda preparation, records management, and related administrative functions.
• Take, prepare, and distribute meeting minutes, reports, and departmental records.
• Coordinate administrative workflows and operational support across museum units, including the museum's volunteer program in partnership with the Development Associate.
• Serve as lead coordinator for assigned administrative processes and scheduling functions.
• Prepare correspondence, reports, spreadsheets, presentations, and administrative documents.
• Maintain departmental calendars, organizational charts, administrative records, and filing systems.
• Coordinate office operations including maintaining office supplies, equipment - postage machine, copier etc, and administrative materials.
• Assist with operational planning and administrative coordination associated with the museum's operation of two facilities.
• Respond to staff inquiries and assist with internal administrative coordination.
• Provide back-up administrative support to museum staff and operational areas as needed.

• Coordinate administrative functions related to the museum's volunteer program in collaboration with the Development Associate and museum staff.
• Assist with volunteer recruitment, onboarding, communication, scheduling, documentation, and record maintenance.
• Assist with the coordination of volunteer assignments and scheduling support for museum events, programs, and operational needs.
• Assist with development and implementation of volunteer procedures, communications, and organizational practices.
• Assist with internship coordination and administrative support functions as assigned.

Financial & Budget Support

• Process invoices, requisitions, procurement card reconciliations, purchase orders, and other financial documentation.
• Process and audit payroll in accordance with County procedures and deadlines.
• Assist with development, preparation, and monitoring of the museum's annual operating budget.
• Maintain budget spreadsheets and assist with tracking departmental expenditures and revenues.
• Prepare monthly financial reports, year-to-date reports, reconciliations, and supporting documentation.
• Assist with budget amendments and financial reporting activities.
• Coordinate financial records and documentation with County Finance and Budget staff.
• Monitor financial transactions for accuracy and compliance with County procedures.

Human Resources Coordination

• Serve as the primary departmental liaison with New Hanover County Human Resources.
• Coordinate recruitment activities including applicant tracking, interview scheduling, onboarding logistics, and new employee orientation.
• Assist supervisors and staff with personnel processes, policies, procedures, benefits, leave coordination, training, and related HR matters.
• Maintain personnel documentation, organizational charts, and administrative HR records.
• Review and coordinate personnel documentation prior to departmental submission.
• Communicate County HR updates and information to staff as appropriate.
• Serve as a departmental resource regarding County personnel procedures and administrative processes.
• Represent the museum on County committees, working groups, and administrative initiatives as assigned, including wellness and resiliency initiatives.
• Assist hiring managers with recruitment timelines, hiring procedures, and onboarding coordination.

Strategic & Organizational Support

• Assist with gathering, organizing, and maintaining documentation related to AAM accreditation and institutional reporting requirements.
• Support departmental strategic planning, reporting, and key performance indicator (KPI) coordination.
• Assist with administrative coordination for museum initiatives, operational projects, and organizational planning efforts.
• Collaborate with museum staff to support effective, efficient, and responsive operations aligned with museum and County goals.
• Assist with special projects, reports, and operational initiatives as assigned.

Additional Duties

• Perform related administrative and operational duties of a similar nature or level as required.
• Participate in emergency preparedness and disaster response operations as required by New Hanover County.
• Assist with special events and departmental initiatives as assigned.
• Must be available to work occasional evenings, additional weekends, holidays, and during County emergency situations.

About the Museum

Cape Fear Museum of History & Science is an AAM-accredited museum and Smithsonian Affiliate operated by New Hanover County. Founded in 1898, the museum inspires and engages visitors with the history, science, and cultures of the Lower Cape Fear.

Salary

• Employer paid 401k contributions;
• Retirement plan through the NC Retirement system;
• Flex time and telework availability, depending on your position;
• Paid sick and personal leave + 13 paid holidays per year;
• Paid parental leave;
• Paid community services leave to give back to our community;
• Education leave to obtain a degree within your line of work;
• Medical, dental, and vision insurance + many other insurance options;
• Onsite, employer-paid health and wellness center;
• Professional development trainings & leadership initiatives;
• Opportunities to make a difference in your community;
• And so much more!

Please check out our careers page at www.nhcgov.com/careersfor more information on why New Hanover County is a great place to work.

Minimum Qualifications

• Associate's Degree in business administration, public administration, finance, accounting, human services, or a related field; and
• Three (3) years of progressively responsible administrative, operational, financial, or personnel support experience; or
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Preferred Qualifications

• Experience working in a museum, cultural institution, nonprofit, or local government environment.
• Experience with Munis, Altru, Microsoft Office Suite, NeoGov, Canva Volgistics and similar enterprise systems.
• Experience supporting budgets, payroll, purchasing, HR coordination, or organizational administration.
• Notary Public certification preferred.

Knowledge, Skills, & Abilities

• Knowledge of administrative office practices, procedures, and organizational operations.
• Knowledge of budgeting, payroll, purchasing, and financial reporting processes.
• Knowledge of personnel coordination and administrative HR procedures.
• Ability to organize and prioritize multiple assignments and deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong written, verbal, and interpersonal communication skills.
• Strong attention to detail and accuracy.
• Ability to work collaboratively across departments and County systems.
• Proficiency in Microsoft Office applications including Word, Excel, Outlook, Sharepoint and PowerPoint.

• Valid North Carolina Driver's License required.

Work Schedule

Typical schedule is Tuesday to Saturday during regular business hours. Occasional additional evening, weekend, holiday, and emergency response work may be required.

New Hanover County is an Equal Opportunity Employer.