BOAT Donation Program Administrative Coordinator; Part-Time

Boat Donation Program Administrative Coordinator (Part-Time)

Join the Chesapeake Bay Maritime Museum Team

The Chesapeake Bay Maritime Museum (CBMM) is a mission-driven nonprofit dedicated to preserving and sharing the history, culture, and environment of the Chesapeake Bay. Our Boat Donation Program (BDP) is a fast-paced, revenue-generating program that accepts and sells donated vessels to support this mission.

We are seeking a part-time Administrative Coordinator to provide office administration, records management, scheduling, and transaction support for the program.

About the Role

This position plays a critical role in the day-to-day operations of the Boat Donation Program. You will manage administrative processes including documentation, data entry, scheduling, and coordination across donors, buyers, staff, volunteers, and vendors.

This role involves high-volume transaction processing, detailed recordkeeping, and constant coordination, requiring strong organizational skills, attention to detail, and the ability to manage shifting priorities throughout the day.

This is a great fit for someone who:

• Enjoys staying organized and keeping multiple processes moving
• Takes pride in accuracy and attention to detail
• Communicates clearly and follows through on commitments
• Thrives in a fast-paced, hands-on environment

On any given day, you may enter a new vessel into the database, coordinate a donor pickup, prepare title and sale documents, respond to buyer inquiries, and update inventory records, all while keeping multiple transactions moving forward at once.

Key Responsibilities

Documentation & Transactions

• Process donation and sales paperwork, including titles, bills of sale, and registration documents
• Enter and maintain accurate records in internal systems (database/CRM and inventory systems)
• Ensure all files are complete, compliant, and well organized
• Maintain both physical and digital records for all vessels

Scheduling Coordination

• Assist with coordination of donor meetings, boat showings, pickups, and inspections
• Serve as a key administrative point of contact for donors, buyers, and team members

Sales & Inventory Support

• Track vessel inventory and assist with sales activity reporting
• Support overall program tracking and organization

Purchasing & Vendor Support

• Create purchase orders and coordinate with vendors and service providers
• Track purchasing documentation and maintaining accurate records

Volunteer & Event Support

• Assist with coordinating volunteers who support the program
• Support boat showings, events, and the annual boat auction
• Help with event logistics and administrative preparation

General Administrative Support

• Maintain organized systems and standardized processes
• Provide reporting and administrative support across the program
• Identify opportunities to improve workflows and documentation processes
• Perform additional duties as assigned

Qualifications

• 2+ years of experience in administrative support, office coordination, or operations preferred
• Experience in a fast-paced, detail-oriented environment strongly preferred
• Strong organizational skills with the ability to manage multiple priorities
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication skills
• Strong follow-through and ability to work independently
• Experience working with customers, clients, or external stakeholders preferred
• Comfortable learning and working across multiple systems (Excel, CRM and inventory and sales processing platforms)

Key Skills & Competencies

• Administrative coordination and office support
• Data entry and records management
• Customer service and communication
• Transaction processing and documentation accuracy
• Organization, time management, and prioritization

Work Environment & Schedule

• On-site role based in St. Michaels, Maryland
• Monday–Friday, standard business hours 8 am – 4:30 pm
• Occasional evenings and weekends required for program events
• This position offers a flexible part-time schedule 20 – 24 hours per week, ideally structured as three to five days per week, based on program needs. Example: 5 days per week for 4 hours per day or 3 days per week for approximately 8 hours per day, etc.

Why This Role Matters

Your work ensures that every boat donation and sale is handled accurately, professionally, and efficiently. This role directly supports CBMM's mission and revenue generation and is critical to the success of the Boat Donation Program.

Apply Today

If you are organized, proactive, and enjoy supporting a close-knit, collaborative team, we encourage you to apply and be part of CBMM's Boat Donation Program.