Office Coordinator Job Description

Captain Avery Museum (CAM) is seeking an Office Coordinator who will provide administrative support to the Executive Director, staff, and the Board of Directors.
CAM is a non-profit historical and educational organization located in Shady Side, MD, on the shores of the Chesapeake Bay. CAM is a treasured resource linking the community and visitors to the rich history
that connects people to the Bay. Our mission is to preserve Shady Side's maritime and recreational history and be stewards of our natural environment.

OFFICE COORDINATOR ROLES AND RESPONSIBILITIES
• Office Coordination:
• Answer phone calls, provide requested information and services, and manage incoming and outgoing correspondence, including emails, mail, and packages.
• Create and maintain positive relationships and open communication with museum members, Board of Directors, committee chairs, volunteers, and external stakeholders.
• Communicate regularly with and provide administrative support to the Board of Directors, committee chairs, volunteers, and staff to ensure that resources are available, and deadlines are met.
• File and organize records, invoices, and other important documentation.
• Maintain and monitor Museum’s master calendar.
• Aid Staff and Board member’s use of MS Office Suite and eventually transfer over to Google.
• Create and implement office processes designed to maximize efficiency.
• Finance Management:
• Manage Museum’s financial records using QuickBooks.
• Handle all the accounts of the non-profit, including payables, deposits, budgeting, and reporting.
• Handle payroll and tax documentation.
• Create budget templates and work with staff to develop annual budgets.
• Generate Board reports, monthly and quarterly financial reports, etc.
• Resources Management:
• Primary liaison with all vendors and contractors for organizational needs.
• Monitor and order inventory for office, kitchen, events, and programs.
• Schedule repairs for office equipment and maintenance.
• Prepare community space, materials, and devices for meetings
• Prepare community space, materials, and devices for events, and rentals with the Event Coordinator.
• Monitor all buildings and grounds to ensure safety and quality visitor experiences.
• Property manager of two tenant rentals.
• Act as a liaison with Building and Grounds Committee, vendors and contractors including oversight of maintenance for buildings and grounds.

OFFICER COORDINATOR SKILLS AND QUALIFICATIONS
• Detail-oriented precision in all areas of work.
• Strong interpersonal skills, both in person and over the phone.
• Ability to cultivate and maintain strong relationships with Board members and stakeholders.
• Excellent organizational and time management skills, ability to prioritize workload and meet
tight deadlines.
• Strong written and verbal communication skills.
• Problem-solving and basic troubleshooting skills.
• Ability to work independently as well as collaboratively.
• Working knowledge of basic office equipment and office management software.
IDEAL CANDIDATE WILL:
• Be knowledgeable of QuickBooks and MS Office Suite.
• Be service-minded, affirming a strong commitment to the organization’s Mission and
Diversity, Equity, Inclusion, and Accessibility goals and culture.
• Have an administrative background.
• Have non-profit experience.
• Have knowledge of and a keen interest in the Chesapeake Bay and its history.

TIME EXPECTATIONS
• Starting at 15 hours per week, coordinated with other staff schedules to provide full coverage during the week.
• Must be available on Wednesdays.
• Flexibility to attend key Museum events held in the evenings, on weekends, or events held by
other organizations where Museum representation is desired.

THIS POSITION IS FOR 15 HOURS PER WEEK.
Job applications reviewed until the position is filled. If interested, please submit the following
documents:
1. Cover letter
2. Resume
3. List of three (3) references
All required documents listed above must be sent to:
Captain Avery Museum
Attn: Elaina Lill Uhl
PO Box 89
Shady Side, MD 20764
OR
Emailed to:
Elaina Lill Uhl, Director
[email protected]