Administrative Coordinator

Overview

Job Title: Administrative Coordinator
Reports to: COO
Classification: Non-Exempt
Status: Part-time
Date Updated: 01/26/2026
Salary Range: $ per hour

Mo Chi Mu  enriches the lives of all children by nurturing creativity, critical thinking, and a love for lifelong learning.

The Administrative Coordinator will support Mo Chi Mu ’s mission and vision by coordinating the Museum’s day-to-day back-office work including data collection and reporting, scheduling, file storage and organization, and serving as a primary point-of-contact for general guest questions and feedback via phone and email communication. This individual should be detail-oriented, a critical thinker, and have experience with data management and administrative work.

They should possess exceptional problem-solving and communication skills, be highly organized, and have a passion for hands-on, experiential learning. The Coordinator will play a critical role in ensuring that Mo Chi Mu  is a sustainable and enduring learning institution for years to come.

• Process requests and payments for all programs, including field trips, outreach workshops, birthday parties, and event rentals
• Generate invoices and follow up on outstanding payments
• Process daily cash deposits
• Pull regular financial, attendance, program and merchandise reports and summarize details for the Leadership Team
• Assist with calendar management for all staff and program details
• Organize and maintain physical and digital files
• Track key performance indicators, informing program goals
• Send reminders and track incoming pledge payments
• Assist with internal and external newsletter communications
• Support event and program logistics
• Maintain records during large-scale projects and initiatives, including note-taking during meetings and reminders of upcoming due dates
• Assemble resources for Board and Advisors’ Circle meetings
• Collect and respond to customer feedback

• Support Mo Chi Mu  in upholding its desired diversity and inclusion outcomes in customer-facing language and processes.
• Provide excellent financial stewardship for all Mo Chi Mu  resources and maintain the transparency necessary for a community-based non-profit.
• Maintain a high level of knowledge about museum exhibits, programs, and events to answer guest questions and provide recommendations.
• Contribute to Mo Chi Mu 's mission by having a strong understanding of educational best practices and engaging with guests on the museum floor.
• Be a positive Mo Chi Mu  representative and assure the organization and its mission and programs are consistently presented in strong, positive ways to the internal team, partners, relevant stakeholders, the public, and media.
• Comply with Mo Chi Mu  policies and procedures, including but not limited to workplace safety, reporting work-related injuries, Infection Control, and preventing potential safety risks for staff, patrons, and others.
• Punctual and regular attendance is an essential responsibility of each employee loyees are expected to report to work as scheduled, on time, and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours are disruptive and must be avoided.
• Maintain a willingness to support Mo Chi Mu  and the team in other collaborative projects, museum needs, and roles outside the assigned job description.
• Work weekends, evenings, and holidays as scheduled.
• Support front-of-house operations as needed.

Education – A high school diploma or equivalent is required. An associate’s or bachelor’s degree is preferred.

Experience – A minimum of three years of progressively significant experience in an administrative or non-profit environment, and having start-up experience is strongly preferred.

• Must be at least 18 years of age.
• Bilingualism is highly preferred.
• Prior administrative experience is preferred.
• Proficiency in spoken and written English is required.
• Requires a high level of accuracy and attention to detail.
• Str…