Administrative Assistant-Learning Engagement​/CORaL

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Full Time Clerical Seward, AK, US

5 days ago Requisition

Salary Range: $20.35 To $25.03 Annually

Summary:

The Administrative Assistant provides broad administrative coordination and operational support for the Learning Engagement Department and CORaL Network initiatives at the Alaska Sea Life Center. Working closely with the Learning Engagement Manager, CORaL Project Manager, and cross-functional teams, this position supports departmental operations through scheduling, communications, program coordination, financial tracking, purchasing, recordkeeping, and logistical support.

This role serves as a key administrative resource supporting Learning Engagement programs, CORaL Network projects, Science Department coordination activities, and organization-wide initiatives. The position helps ensure efficient implementation of community-based science and education programs while maintaining strong relationships with community partners, visitors, volunteers, contractors, and staff.

Education/Training Requirements

• Bachelor’s degree in Business Administration or a related field with a minimum of three years’ experience in an administrative, office support, or accounting-related position; or an equivalent combination of education and work experience.
• Experience in nonprofit administration, informal science education, research coordination, community engagement, or program administration preferred.
• Familiarity with mid-level accounting principles, financial tracking, and database management is highly desirable.
• Provides administrative and logistical support for Learning Engagement programs, CORaL Network initiatives, departmental projects, meetings, working groups, and events.
• Serves as an administrative point of contact for program participants, community partners, volunteers, contractors, visitors, and staff by providing professional and responsive customer service.
• Coordinates program reservations and scheduling through phone, email, and online systems while maintaining departmental calendars and coordinating staffing availability with department leadership.
• Assists with coordination and implementation of Alaska Sea Life Center-facilitated programming and cross-departmental initiatives.
• Schedules and supports meetings, trainings, workshops, and events including invitations, agendas, meeting facilitation support, note taking, room reservations, virtual meeting coordination, accommodations, transportation, equipment setup, and supply coordination.
• Assists with departmental purchasing, expense tracking, credit card reconciliations, travel documentation, invoice processing, budget tracking, and other administrative financial processes.
• Supports Learning Engagement Department budget preparation and assists department leadership in monitoring expenditures and compiling financial reports.
• Maintains accurate departmental records, databases, reports, project documentation, publications lists, material transfer records, and other administrative files in accordance with organizational policies and confidentiality standards.
• Provides administrative support to the Science Department, including assistance with invasive species monitoring coordination, IACUC and IRB administration, and maintenance of scientific documentation and records.
• Tracks project timelines, deadlines, deliverables, expenditures, and follow-up tasks to support effective program and project management.
• Coordinates with the Human Resources Department regarding policies, procedures, job descriptions, recruitment, onboarding, and hiring activities related to the Learning Engagement Department.
• Collaborates effectively with cross-functional teams and departments to support organizational priorities and operational needs.
• Fosters positive working relationships with visitors, volunteers, educators, researchers, community leaders, contractors, and fellow staff members by promoting professionalism, cooperation, and high standards of service.
• Complies with all Alaska Sea…