Office Coordinator

Position Title: Office Coordinator

Department: Admissions & Guest Services

Reports to: Vice President of Guest Services

Pay Class: Full-time Regular

FLSA Status: Hourly, Non-Exempt

Position Summary 

The Office Coordinator collaborates with the Guest Services leadership team and the Executive Assistant to the CEO to ensure the efficient day-to-day operation of Pacific Science Center's reception area and loading dock, and to support the work of management and other staff.

Essential Duties & Responsibilities 

• Coordinate daily office operations; create and update office procedures, maintain office supplies, process incoming and outgoing mail including scanning mail and maintaining an online mail file system.
• Staff the office reception area, welcome and assist visitors, answer phone calls, and manage deliveries.
• Serve as a primary point of contact with office vendors and contractors including office machine vendors such as mail service and copiers.
• Organize and ensure ongoing effectiveness and efficiency of the office, including reception, supply rooms, meeting rooms, kitchens, work areas, loading dock, and other common areas. Coordinate the upkeep and improvement of office and staff common space.
• Support internal meetings and staff celebrations and gatherings as needed.
• Assist the Executive Assistant to the CEO and support staff with their assigned duties such as Board function support.
• Perform various administrative functions for the President's office as needed, such as scanning, photocopying, filing, inventory, and data entry.
• Collaborate with the Technology Team to ensure that systems for internal communications are effective.
• Assist other divisions as needed with issues that arise.
• Assume other responsibilities and new opportunities that arise with the evolving needs and aspirations of the organization.
• Center our mission, guiding principles, and strategy in planning, decision-making, and communications.
• Prioritize the people and communities we serve (program participants, guests, members, and partners) through excellent guest service (including in-person interactions, oral and written communication, collaboration, and coordination with other teams).
• Contribute to a culture that is collaborative, creative, joyful, and fun.
• Other duties as assigned.

Position Requirements:

• Advanced knowledge of Microsoft 365 Suite and effective cloud-based file sharing
• Strong understanding of business communication and meeting protocol
• Ability to model curiosity and critical thinking
• Excellent attention to detail
• Written and oral communications are clear and effective with all audiences
• Demonstrated dependability, responsibility, and ability to maintain confidentiality with sensitive information
• Ability to multitask and manage multiple ongoing projects while providing inspiring service to colleagues and visitors
• Handle difficult situations with diplomacy, focusing on solutions
• Proactively identify problems, prioritizes them effectively, and works to understand their root causes
• Demonstrated commitment to inclusion, diversity, equity, and access in every aspect of work
• Ability to take part in occasional meetings and events outside of core business hours.

Qualifications

Required

• High school diploma or equivalent
• 1+ years of administrative experience in a customer-facing role

Preferred

• 2+ years of administrative assistant experience
• 1+ years of experience working with a Board
• Proficiency in a second language such as but not limited to Spanish, Somali, Mandarin, ASL, and/or Vietnamese is a highly preferred skill.

This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and the employee, and it is subject to change as the needs of the employer and the requirements of the job change.