Department Administrator (Part-Time)

The American Museum of Natural History is one of the world’s preeminent scientific and cultural institutions, and has as its mission to discover, interpret and disseminate information about human cultures, the natural world and the universe through a wide-ranging program of scientific research, education and exhibition.

The Mammalogy department is seeking a part-time Department Administrator to handle day-to-day departmental administrative operations, including budgets and financial recordkeeping, purchasing, invoices, travel planning and accounting, timekeeping, mail and shipping, inquiries, updates to departmental websites and upkeep of the department’s library and archives. Additionally, the Department Administrator serves as administrative liaison with other departments both within and outside of the Division of Vertebrate Zoology at the Museum.

Job duties include, but are not limited to:

• Manage the department’s office space and answer general inquiries via phone/email. Act as a liaison with other departments at the Museum.
• Update departmental websites.
• Assist in the upkeep of the Mammalogy archives and library, including ordering books, handling requests and organizing and filing materials.
• Assist staff in finding and accessing literature resources including rare books and interlibrary loan requests.
• Handle mail and shipping including billbacks for fieldwork specimen shipments to various institutions.
• Track budgets and manage invoices and reimbursements for departmental staff, postdocs and students. Handle purchasing of equipment and supplies. Coordinate departmental travel, including plane ticket purchases and travel accounting.
• Complete year-end accounting.
• Approve departmental timecards and coordinate paychecks and other payroll operations.
• Coordinate new employee and student onboarding including badging and IT requests.
• Train and supervise volunteers.
• Provide occasional administrative assistance to other Vertebrate Zoology departments.

The expected salary range for the Department Administrator is $31.00/hour – $33.00/hour. This position is overtime-eligible.

Pay will be determined based on several factors. The hiring range for the position at commencement is based on the type of work and the scope of responsibilities. The salary and placement offered is based on a number of individualized factors, including, but not limited to, skills, knowledge, training, education, credentials, areas of specialization and depth and scope of experience.

Minimum Qualifications:

• High School Diploma or equivalent.
• Administrative experience, managerial office experience or other related professional experience.
• Experience managing budgets.

Preferred Qualifications:

• Familiarity with the Microsoft Office Suite.
• Experience with budgeting software (e.g., Oracle).
• Demonstrated experience/ability to learn new systems.
• Experience coordinating travel.
• Experience in a museum, cultural institution, nonprofit or in higher education.

Physical Demands:

• Must be able to remain in a stationary position (sitting or standing) for prolonged periods.
• Must be able to occasionally lift up to 20 pounds.
• Must be able to move about the Museum campus.
• Positioning/change of positioning: Must be able to frequently position oneself/body to accomplish job duties.