Administrative Coordinator, Education Operations

Monterey, CA - USA

Monthly Salary: $ 25 - 28

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

At the Monterey Bay Aquarium we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices working together increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color LGBTQ individuals veterans and people with disabilities to apply.

Priority deadline for applications is October 17 2025 at 5pm Pacific Time. Due to the volume of incoming applications the role may be closed earlier than October 17 2025.

Job Summary:

Under general supervision support the Education Divisions databases communications and financial processes with the goal of empowering a diverse group of young leaders to be inspired STEAM literate confident and ready to act as agents of ocean conservation. process email program communications and execute financial responsibilities; develop and document processes and procedures for division efficiencies and effectiveness; provide administrative support as needed; perform other duties as required. Additionally support a work culture of equity and accountability demonstrated by leadership and interactions with colleagues and partners both internal and external; encourage strong relationships among and between program participants volunteers and staff; adhere to equitable processes to guide new staff and volunteers.

Core Activities:

Process ticketing database-related field trip service tickets and other ticketing requests from the Education Division.
Complete database clean up maintenance and other tasks (e.g. update records correct data etc.) as assigned.
Document new and update existing standard operating procedures for activities and responsibilities relevant to the Coordinator role.
Process purchase order requests by submitting purchase requisitions and distributing the Accounting-generated POs to interested parties.
Coordinate Education scholarships workflow (e.g. WATCH CSUMB) to meet SLAs resulting in timely payments for scholars.
Process Educations contracts from vendor set ups to document collection purchase requisition submissions and purchase order dispatches.
Coordinate Education Programs transportation scheduling with third-party transportation vendor(s).
Reconcile credit card expenses with receipts to accommodate Accountings monthly close schedule.
Process predefined/prewritten emails through Salesforce Marketing Cloud.
Process program participant waivers through DocuSign.
Coordinate the completion of documents for Continuing Education Units registration through CSUMB for Educator Programs.
Respond to incoming Education service tickets as needed; route inquiries to appropriate groups/staff for responses; and provide stellar customer service to educators and stakeholders.
Provide administrative support as needed such as event planning; backup support for incoming/outgoing mail; on/offsite asset inventory and storage; calendars and room reservations; inventory of all Bechtel equipment resources and departmental custodial and office supplies.

Preferred Knowledge Skills & Abilities (KSAs):

BS/BA degree OR equivalent combination of education training and experience
Experience working with deadlines
Ability to acquire foundational skills and knowledge of MBAs ticketing database (Tessitura) and Educations CRM database (Salesforce)
Demonstrated ability to solve problems resourcefully
Excellent oral communication formal writing skills time management and organizational skills
Experience in task and detail-oriented positions must be able to work both as a member of a team and independently
Familiarity with data management systems Salesforce preferred
Knowledge of and experience with Microsoft Office - Excel Word and Visio - or similar office applications
Strong and effective interpersonal skills
Familiarity with Docusign and Docusign Retrieve
Familiarity with Asana Adobe Acrobat Sage Intacct and Adaptive Insights or equivalent programs/applications
Familiarity with a ticketing system such as Tessitura
Beginning to intermediate knowledge of accounting budgeting financial reporting purchasing and invoice processing
Beginning to intermediate data analysis skills
Familiarity with Google Suite products
Interest in cross-training for professional and personal development as needed and/or desired
Ability to work within and maintain Monterey Bay Aquariums Core Values

Physical Requirements to Perform Essential Job Functions:

Typical office equipment
Constant sitting standing walking bending
Occasional unassisted lifting up to 50 lbs
Typical office environment main aquarium and exhibits occasional offsite events

Hourly Compensation Range:

$25.00-$28.37 USD per hour. Starting rate will vary based on previous experience and relevant skill/knowledge set.

Required Experience:

Priority deadline for applications is October 17 2025 at 5pm Pacific Time. Due to the volume of incoming applications the role may be closed earlier than October 17 2025.

Job Summary:

Core Activities:

Process ticketing database-related field trip service tickets and other ticketing requests from the Education Division.
Complete database clean up maintenance and other tasks (e.g. update records correct data etc.) as assigned.
Document new and update existing standard operating procedures for activities and responsibilities relevant to the Coordinator role.
Process purchase order requests by submitting purchase requisitions and distributing the Accounting-generated POs to interested parties.
Coordinate Education scholarships workflow (e.g. WATCH CSUMB) to meet SLAs resulting in timely payments for scholars.
Process Educations contracts from vendor set ups to document collection purchase requisition submissions and purchase order dispatches.
Coordinate Education Programs transportation scheduling with third-party transportation vendor(s).
Reconcile credit card expenses with receipts to accommodate Accountings monthly close schedule.
Process predefined/prewritten emails through Salesforce Marketing Cloud.
Process program participant waivers through DocuSign.
Coordinate the completion of documents for Continuing Education Units registration through CSUMB for Educator Programs.
Respond to incoming Education service tickets as needed; route inquiries to appropriate groups/staff for responses; and provide stellar customer service to educators and stakeholders.
Provide administrative support as needed such as event planning; backup support for incoming/outgoing mail; on/offsite asset inventory and storage; calendars and room reservations; inventory of all Bechtel equipment resources and departmental custodial and office supplies.

Preferred Knowledge Skills & Abilities (KSAs):

BS/BA degree OR equivalent combination of education training and experience
Experience working with deadlines
Ability to acquire foundational skills and knowledge of MBAs ticketing database (Tessitura) and Educations CRM database (Salesforce)
Demonstrated ability to solve problems resourcefully
Excellent oral communication formal writing skills time management and organizational skills
Experience in task and detail-oriented positions must be able to work both as a member of a team and independently
Familiarity with data management systems Salesforce preferred
Knowledge of and experience with Microsoft Office - Excel Word and Visio - or similar office applications
Strong and effective interpersonal skills
Familiarity with Docusign and Docusign Retrieve
Familiarity with Asana Adobe Acrobat Sage Intacct and Adaptive Insights or equivalent programs/applications
Familiarity with a ticketing system such as Tessitura
Beginning to intermediate knowledge of accounting budgeting financial reporting purchasing and invoice processing
Beginning to intermediate data analysis skills
Familiarity with Google Suite products
Interest in cross-training for professional and personal development as needed and/or desired
Ability to work within and maintain Monterey Bay Aquariums Core Values

Physical Requirements to Perform Essential Job Functions:

Typical office equipment
Constant sitting standing walking bending
Occasional unassisted lifting up to 50 lbs
Typical office environment main aquarium and exhibits occasional offsite events

Hourly Compensation Range:

$25.00-$28.37 USD per hour. Starting rate will vary based on previous experience and relevant skill/knowledge set.

Required Experience:

Key Skills

Organizational skills
Classroom Experience
Data Collection
Microsoft Publisher
Special Education
Adult Education
Microsoft Powerpoint
Teaching
Curriculum Development
Administrative Experience
Public Speaking
Writing Skills

Apply Now

About Company

Monterey Bay Aquarium

A leader in ocean conservation and education, the Monterey Bay Aquarium is considered by many to be the best in the world. Behind that reputation is a fantastic staff with remarkably diverse skills, all dedicated to earning and keeping that honor. Our purpose-driven work—to inspire c ... View more

View Profile View Profile

AI AutoApply

Apply to 100+ jobs with one click