Administrative Coordinator, Finances and Operations

Description:

FLSA Classification: Salaried, Exempt

The Country Music Hall of Fame® and Museum

The Country Music Hall of Fame® and Museum has an opening for a full-time exempt Administrative Coordinator, Finances and Operations, reporting to the Executive Vice President of Finances and Operations.

Company Overview: Located in the heart of downtown Nashville, the Country Music Hall of Fame® and Museum documents and interprets the history of country music—a musical genre and culture central to the identity of the city, the state, and the nation. Accredited by the American Alliance of Museums, the museum proudly combines subject expertise, ambitious research, and preservation of an unparalleled collection with expressions of creativity in music, art, and history. The museum collects artifacts that illustrate the evolving history and traditions of country music while providing diverse learning opportunities. The core exhibit follows the story of country music from its folk beginnings through its emergence as a commercial art form. Rotating exhibits examine a broad range of topics, from country classics to ultra-contemporary and emerging artists in American Currents. The museum owns Hatch Show Print, a letterpress print shop opened in 1879, and it operates Historic RCA Studio B, where Elvis Presley and many others recorded.

What We Offer for Full-Time Staff:

• Medical, Dental, Vision, Life Insurance Options
• Competitive Pay
• Paid Vacation and Sick Days
• Paid Holidays (13) and Floating Holidays (2)
• 401(K) with Up to 3% Employer Match
• Employee Assistance Program (Free Counseling and Legal Services)
• Eligibility for Public Service Student Loan Forgiveness
• FREE 24/7 Downtown Parking and Transit Benefits
• Continuing Professional Offerings
• Complimentary Museum Admission (For Yourself, Family, and Friends)
• Reciprocal Partnerships with Local Venues (The Nashville Zoo, Dollywood Theme & Water Parks, National Museum of African American Music, tours at The Opry and The Ryman Auditorium, and more)
• Up to 25% Discount in Retail Stores and Onsite Restaurant Venues
• Opportunities to Attend Exhibit Openings, Concerts and Special Events
• Employee Engagement Activities and Opportunities
• FSA and Dependent Care Options
• Dog Friendly Work Environment
• Volunteering and Community Engagement Opportunities

Position Overview: This position will be responsible for supporting the Executive Vice President of Finances and Operations in all administrative work, including (but not limited to) scheduling and calendar management, event planning and scheduling for this division, VIP guest services, memo and letter correspondence preparation, filing, answering telephones, compiling and tracking expenses and office organization. This position also supports other leadership members of this division, including attending meetings, taking notes and tracking status of projects. Such support includes preparation of power point presentations, graphs and word documents as required. This position requires excellent attention to details, organizational skills, discretion, superior communication skills, and the ability to work in a fast-paced environment.

Specific Job Duties:

• Provide general administrative support
• Draft email / letter correspondence on behalf of the Executive Vice President
• Maintain schedule for the Executive VP and schedule meetings (internal and external)
• Generate reports and support materials as required
• Create agendas, reports, graphs and charts, and other materials for committees and board meetings
• Manage extremely busy calendar of events and other organizational activities
• Strong initiative to follow up with various department directors on outstanding items and tasks on behalf of EVP
• Prepare expense reports and purchase orders as needed
• Assist in organizing and implementing special projects and events
• Assist EVP by taking notes in Leadership meetings and following up with Directors in each Department within the Division to ensure “hot list” items move forward in a timely manner
• Proactively follows up on action items to ensure deadlines are met (with EVP and departments as needed)
• Member of the museum’s Employee Experience Committee, planning 10-15 social and professional development events per year for staff
• Leading the planning for our staff milestone anniversary recognition events
• Order milestone anniversary posters and frames and coordinate with vendors to ensure materials are on site for staff anniversaries
• Maintaining the HR and Employee Experience Committee calendar of events
• Manage CMHOF’s “Higher Ground” report, fielding submissions for building fixes and beautification and disseminating work accordingly
• Manage facilities department project calendar
• Assist with reports for our ongoing sustainability initiative and communicating progress to staff regularly
• Maintain staff phone list and photo book
• Order and maintain office supplies for building
• Act as backup to operations for processing mail and overnight deliveries
• Maintain staff office floor plan and coordinate office set up for new staff
• Maintain digital HR board in breakroom and ensure it is up to date as events occur
• Creates and publishes the Lineup monthly – an internal publication for upcoming events and news for employees
• Is the point of contact for ordering staff materials – name tags, name plates and business cards
• Coordinate volunteer opportunities for staff members
• Coordinate interviews for Executive VP and CEO
• Act as backup administrative support for the CEO’s office as requested

Requirements:

Minimum Requirements:

• College degree (Associates or Bachelors) in a related field
• 2 plus years of administrative experience
• Ability to work quickly and accurately
• Strong skills in communication, organization and attention to detail
• Intermediate to advanced proficiency in all areas of Microsoft Office; including Teams, Word, Power Point, Outlook

Preferred Qualifications:

• Proficient knowledge of Excel
• Experience using Canva and Microsoft Project is strongly preferred
• Experience coordinating internal activities/events/receptions

Key Qualifications (Knowledge, Skills & Abilities):

• Ability to multi-task and problem solve
• Office filing and organizational skills
• High level of discretion and detail orientation
• Upbeat and energetic
• Strong interpersonal skills and professional demeanor
• Willingness to follow up and initiate requests for items from departments within the division

Notes to Applicant:

The Country Music Hall of Fame® and Museum is an equal opportunity employer. We respect the varied attributes, characteristics, and perspectives that make each person unique. The museum promotes an environment of respect, communication, and understanding, while actively providing opportunities for all employees of all backgrounds the skills, experience, and information necessary to succeed. The museum does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth and related medical conditions), national origin, political affiliation, gender identity, sexual orientation, disability, genetic information or characteristics, age, membership in an employee organization, military or veteran status, or other non-merit factor. The Country Music Hall of Fame® and Museum does not tolerate discrimination or harassment based on any of these characteristics.

We are a drug-free workplace and an equal opportunity employer that welcomes all qualified candidates to apply for open positions. The Country Music Hall of Fame and Museum is committed to providing a safe and secure environment for its staff and visitors. All offers of employment are subject to and contingent upon the successful completion of a background check and employment verification, including federally mandated E-Verify processes, as required for position.

Due to the high volume of applications received for this position, hiring managers will only contact candidates they are interested in scheduling for an interview. Please refrain from calling to inquire about the status of your application.

Please upload a resume and cover letter when applying for the position.

Applications are only accepted online on our career page: https://www.countrymusichalloffame.org/careers