Administrative Coordinator

Job Title: Administrative Coordinator

Reports to: Executive Committee

FLSA Status: Non- Exempt

Hours: Part-Time (20 hours per week)

Physical Strength/Lifting Requirement: Medium (15-30 lbs.)

Deadline for submissions: June 28, 2024

The Oregon State Hospital Museum of Mental Health (OSHMMH) is seeking an Administrative Coordinator to support museum operations and volunteer services.

About the Museum

The Oregon State Hospital Museum of Mental Health is a 501(c)3 non-profit dedicated to sharing the stories of the Oregon State Hospital, people who lived and worked on site. Our 2,500 square foot museum, located in the oldest building on the Oregon State Hospital campus, includes permanent and changing exhibits. The museum is supported by the generous donations of community members and competitive grants.

OSHMMH is on the Oregon State Hospital grounds. The museum bears witness and gives voice to the experiences of people who have lived and worked at Oregon’s psychiatric hospital by educating visitors, challenging stereotypes and stigma, and preserving the historic record.

OSHMMH is celebrating 12 years in operation because of the generous support from the community and grantors. However, like many nonprofits, OSHMMH was impacted by the pandemic, forcing the Board to close operations, and recently reopened after the pandemic. The board is eager to bring on an Administrative Coordinator interested in driving the Museum's revival. We are looking for a dynamic, self-motivated individual to join our team and to be part of the transformative efforts currently underway. We welcome applications from individuals who are passionate about the mission, working with volunteers, and building their career in the nonprofit sector.

Position Overview

The Administrative Coordinator’s primary responsibilities are to perform daily, weekly, and monthly administrative tasks related to museum operations and to manage the tasks related to volunteer services including recruitment, training, and placement. The candidate must be detail-oriented, organized, and self-starter. The successful candidate will work closely with the Executive Committee to implement the museum’s operational policies and procedures. The board of directors is eager to bring an on an Administrative Coordinator who possesses strong administrative and communication skills, are passionate about the mission and working with volunteers, as well as building their career in the nonprofit sector. The Administrative Coordinator will be the only staff member and will play an important role in rebuilding the museum’s infrastructure.

We are committed to creating a diverse, equitable, and inclusive workplace and encourage applicants from all backgrounds to apply.

Key Responsibilities: The Administrative Coordinator will be responsible for performing the following duties.

Perform daily, weekly, and monthly administrative tasks.

Implement the policies and procedures in OSHMMH’s operations manual.

Manage volunteer program and volunteer teams including duties related to recruitment, training, and placement.

Support the board and volunteers in implementing and completing the work necessary to maintain museum operations and volunteer services. Deliver monthly report to the board.

Develop a social media plan to include maintaining a regular social media schedule and post updates about the museum.

Create updates for the website, social media platforms, and email marketing.

Interface with bookkeeper.

Manage multiple online platforms for membership and perform data entry and gift processing.

Overseeing store merchandise inventory and operation of Square payment processing technology.

Track and acknowledge all donations and memberships made to the Museum.

Qualifications: Required

Commitment to the principles of diversity, equity, accessibility, and inclusion.

Minimum of High School Diploma or GED.

Minimum 1-3 years administrative experience.

Experience working with non-profit organizations, museums, or volunteer programs.

Embraces the mission and values of OSHMMH.

Administrative and communication skills.

Self-starter, detail oriented, organized and with a desire to learn.

Flexibility and adaptability to work independently and with a team

Ability to pass a background test.

Must hold a valid driver’s license and have access to transportation.

Qualifications: Preferred

Post secondary education

Experience working with board members and volunteers.

Interested in being an integral part of OSHMMH’s next chapter.

Very organized, detail-oriented, and comfortable with various software programs and technology including Microsoft Suite products.

o Proficiency Google Docs, WordPress, MailChimp, and other email marketing programs.

o Experience with PastPerfect Museum database (or other similar donor database programs) a plus.

o Experience with Square payment processing technology

Ability to provide accurate data entry and review forms to ensure data is submitted.

Ability to solve practical problems and deal with variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Ability to demonstrate social media expertise, evidenced by measurable results such as increased engagement, follower growth, or successful campaign execution.

Compensation

Hourly rate: $30 per hour

Employee Benefits

Paid Time Off: Accrued at 8 hours per month, available after 90 days employment.

Holidays: 4 hours per holiday.

Mileage reimbursement based on the federal rate when using a personal vehicle for Museum business.

New Year's Day (January 1)

Martin Luther King’s Birthday

Memorial Day (last Monday in May)

Independence Day (July 4)

Labor Day (first Monday in September)

Thanksgiving

Christmas (December 25)

One Floating Holiday to be used for a cultural holiday, President’s Day, or Veterans Day. Employee shall give their supervisor or designee two weeks advance notice of the holiday they want to use as their floating holiday.

Hours:

20 hours a week.

Employee will need to be available during museum open hours, Board or Committee meetings, and events.

Office Location:

2600 Center St NE, Salem, OR 97301

Workplace Environment: Hybrid

How to Apply: Please submit a cover letter sharing why you are interested in this position, a writing sample, and resume to: jobs@oshmuseum.org. Deadline: June 28