Department Administrator; Part-Time

The American Museum of Natural History is one of the world’s preeminent scientific and cultural institutions. Its mission is to discover, interpret and disseminate information about human cultures, the natural world and the universe through a wide-ranging program of scientific research, education and exhibition.

The Mammalogy department is seeking a part‑time Department Administrator to handle day‑to‑day departmental administrative operations, including budgets and financial recordkeeping, purchasing, invoices, travel planning and accounting, timekeeping, mail and shipping, inquiries, updates to departmental websites and upkeep of the department’s library and archives. The Department Administrator also serves as the administrative liaison with other departments both within and outside the Division of Vertebrate Zoology at the Museum.

• Manage the department’s office space and answer general inquiries via phone/email. Act as liaison with other departments at the Museum.
• Assist in the upkeep of the Mammalogy archives and library, including ordering books, handling requests and organizing and filing materials.
• Assist staff in finding and accessing literature resources including rare books and interlibrary loan requests.
• Handle mail and shipping including billbacks for fieldwork specimen shipments to various institutions.
• Track budgets and manage invoices and reimbursements for departmental staff, postdocs and students. Handle purchasing of equipment and supplies. Coordinate departmental travel, including plane ticket purchases and travel accounting.
• Complete year‑end accounting.
• Approve departmental timecards and coordinate paychecks and other payroll operations.
• Coordinate new employee and student onboarding including badging and IT requests.
• Train and supervise volunteers.
• Provide occasional administrative assistance to other Vertebrate Zoology departments.

The expected salary range for the Department Administrator is $31.00/hour – $33.00/hour. This position is overtime‑eligible.

Pay will be determined based on the type of work, scope of responsibilities and the individual’s skills, knowledge, training, education, credentials, areas of specialization and depth and scope of experience.

• High School Diploma or equivalent.
• Administrative experience, managerial office experience or other related professional experience.
• Experience managing budgets.

• Familiarity with the Microsoft Office Suite.
• Experience with budgeting software (e.g., Oracle).
• Demonstrated experience/ability to learn new systems.
• Experience coordinating travel.
• Experience in a museum, cultural institution, nonprofit or in higher education.

• Must be able to remain in a stationary position (sitting or standing) for prolonged periods.
• Must be able to occasionally lift up to 20 pounds.
• Must be able to move about the Museum campus.
• Must be able to frequently reposition oneself to accomplish job duties.

The American Museum of Natural History is an Equal Opportunity Employer. The Museum does not discriminate with respect to employment, admission or access to facilities, programs or activities on the basis of race, creed, color, religion, age, disability, marital status, partnership status, gender (including sexual harassment), sex, sexual orientation, gender identity, gender expression, genetic information, pregnancy and lactation accommodations, alienage or citizenship status, current or former participation in the uniformed services, status as a veteran, caregiver, pre‑employment marijuana testing, sexual and reproductive health decisions, salary history, national or ethnic origin, height, weight, or on account of any other basis prohibited by applicable law.

Additional protections are afforded in employment based on arrest or conviction record, status as a victim of domestic violence, stalking and sex offenses, unemployment status, and credit history, in each case to the extent provided by law.