Education Administrative Supervisor

General Statement:
The Educator Administrative Supervisor supports the Fleet’s mission and visitor experience philosophy by providing a high level of administrative support to the Education Managers in the oversight of their programs and to the department as a whole when it comes to tracking and reporting on grants. This position requires strong attention to detail and organizational skills. The Administrative Supervisor will also manage other administrative support team members within the Education Department.

Reports to: Assistant Director of Education

Primary Duties and Responsibilities:
1. Team Coordination:
Supervise the School Reservations and Education Coordinators, providing guidance, training, and support to ensure effective program execution.
Ensure a high level of communication for individuals and groups reserving Fleet Science Center programs.
Coordinate Day Camp check-ins with Youth Engagement Manager.
2. Grant Tracking and Reporting:
Support the department’s tracking and processing of grant applications and paperwork, including letters of inquiry, proposals, budgets, and financial reports.
Participate in inter-departmental meetings to support in the accurate tracking of project grants.
Assist in creating inter-departmental tracking documents and timelines for grants reporting.
3. Education Programs Support:
Collect attendance numbers before closing sale.
Support program managers in tracking efforts to measure program impact and outcomes.
Support School Programs Manager and Reservations Coordinator with Access Science (scholarship) program.
4. Data Management:
Maintain and add/or update records in various databases, including the reservation ticketing system, CRM, Project Management System, etc.
Prepare regular reports and summaries for internal and external stakeholders.
5. Accounting:
Process payments, invoicing and timely and accurate refund requests for programs and events as needed.

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY THE PERSON ASSIGNED TO THIS POSITION. PRINCIPAL DUTIES ARE INTENDED TO DESCRIBE THOSE FUNCTIONS THAT ARE ESSENTIAL TO THE PERFORMANCE OF THIS JOB. AN INCUMBENT MUST BE ABLE TO PERFORM ALL OF THE ESSENTIAL DUTIES OUTLINED ABOVE.
THIS JOB DESCRIPTION DOES NOT STATE OR IMPLY THAT THE ABOVE ARE THE ONLY DUTIES AND RESPONSIBILITIES ASSIGNED TO THIS POSITION. AN EMPLOYEE HOLDING THIS POSITION WILL BE REQUIRED TO PERFORM ANY OTHER JOB RELATED DUTIES AS REQUESTED BY MANAGEMENT. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH A DISABILITY.

Physical Requirements of this Position:
Sedentary Work: Position involves sitting most of the time. Standing and walking are required occasionally. Position requires ability to exert minimal force of up to 30 pounds occasionally and minimal force to carry, lift, push, and otherwise move objects frequently.

Experience, education, or skills required of the incumbent in this position:

• Three to five years of administrative experience including grant tracking and reporting, and basic accounting experience.
• Proficiency in office management systems and a strong familiarity with online calendaring and cloud systems.
• Proficient in Microsoft Office and general office equipment.
• Ability to take direction from multiple departments and collaborate effectively with colleagues and volunteers across various levels.
• Demonstrated experience providing administrative support in a fast-paced working environment.
• Proven project coordination skills.
• Strong ability to work independently.
• Exceptional organizational and customer service skills.
• Keen attention to detail and demonstrated time management abilities.
• Proficiency in composing clear and concise correspondence.
• Outstanding interpersonal, public relations, and communication skills.
• Knowledge of document preparation, editing, layout, and proofreading is essential.