Job Description

The Kentucky Science Center’s Visitor Experience Department (VE) develops and delivers all free and fee-based on and offsite programs and services to schools, families and children throughout Kentucky and southern Indiana. The Kentucky Science Center seeks an organized, upbeat and efficient multi-tasker who can coordinate a variety of administrative duties and tasks each day. Primary responsibilities are preparing staff work and program schedules, booking offsite events, communicating with customers and clients via email or phone, oversight of departmental supply purchases and assisting with invoice documentation. Additional duties include the overview of various Human Resources responsibilities such as scheduling interviews, maintain incoming PT VE staff onboarding, orientation and training records.  This position will also assist the VE department in areas of program leadership, including logistics support, partner interactions and budgetary oversight.   The Administrative Coordinator will build capacity in areas such as collaboration, coordination and planning, project management, communication, and task and budget 

Responsibilities:  

•    Coordinate all administrative functions and tasks for the VE department to ensure efficient operation of department. •    Prepare the monthly and weekly staff work and demonstration/program schedules and distribute in a timely manner to all full and part time VE staff. •    Distribute all other information to VE staff such as center-wide bulletins, newsletters, and other correspondence. •    Maintain and keep current contact and availability information for all VE staff. •    Set up interviews for prospective VE staff members and directly oversee the hiring and recruitment process. •    Facilitate the orientation of new VE staff members and oversee the onboarding and training processes. •    Working closely with the reservationist in the Visitor Services department, confirm with VE ‘clients’: schools, libraries, etc. booking and program information or need for additional information about programs and services via telephone and/or email. •    Act as primary VE contact for ordering new and replacement materials and consumables; maintain documents and purchasing system, place orders, check in and monitor existing inventory. •    Compile survey data of program participants and create or maintain a functional database to allow cross departments to better understand organizations initiatives. •    Assist the education department with program leadership, partner recruitments, budget tracking and logistical maintenance. •    Interact with visitors of all ages in exhibits and at special events to better understand Education Department content delivery roles. These programming shifts will be occasionally scheduled to provide support on busy days or in the event of absences and give greater understanding to the nuances on the Education Department calendar. •    Willingness and ability to help with the different Visitor Experience programs as needed. •    Serve as a Manager on Duty •    Other duties as assigned.  

Qualifications

Essential Requirements

•    Minimum of two years of post-high school education or equivalent experience. •    Familiarity with Windows office suite including Word, Excel and PowerPoint. •    Ability to conduct research, analyze information using multiple resources and draft summary reports. •    Experience in document and records management. •    Ability to have a flexible schedule to accommodate occasional evening and weekend shifts. •    Candidates should be able to work independently with minimal supervision and be able to multitask, self-start and be an effective problem-solver. •    Must be professional, self- motivated, energetic, dependable and honest. •    Excellent communication, both written and oral; excellent customer service skills. •    A commitment to our mission, vision, values and service philosophy.  

Additional Information

All your information will be kept confidential according to EEO guidelines.