Administrative Services Coordinator

Exciting opportunities await as we expand our dynamic team! Lost in New Haven is looking for a passionate, dedicated individual for the position of Administrative Services Coordinator to support the Executive Director and the Director of Development. Join us in celebrating the rich history and vibrant future of New Haven! 

Our Mission 

Lost in New Haven, Inc. is a new museum, cultural center and event space that fosters community learning and engagement by providing a space at the intersection of art, history and culture to educate, inspire and enrich our understanding of history and ourselves. The museum creates an immersive experience of history through its presentation of an amazing collection of artifacts which tell the story of the creativity and ingenuity of New Haveners over the last 400 years. Its exhibits and programs celebrate tangible history and culture through the materials of manufacturing and commerce, arts and everyday existence. It pioneers an inclusive approach to history, inviting visitors to contribute to this ongoing project by sharing their own stories and experiences. 

Position Summary 

The Lost in New Haven (LOST) Administrative Services Coordinator (ASC) will work closely with and support the Executive Director (ED) and the Director of Development (DOD) with all administrative tasks and daily office operations. The ASC will also function as an important member of LOST’s customer service team, regularly interfacing with visitors, responding effectively to visitor issues, and helping to plan and mount community activities, fundraising events and/or special projects. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (including but not limited to) 

• Providing skilled assistance to ED and DOD in four main areas: 

1. Management of all daily office functions. Duties will include management of all museum correspondence and communications including monitoring several Museum email accounts, updating Museum calendar of events and activities, payment of bills, generation of revenue and expense reports, preparation of invoices, filing, and ordering supplies. Preparation and or coordination of materials (meeting agendas and minutes, PowerPoint presentations and supporting documents) for monthly Board and Board-related Committee meetings. Staff liaison to other departments within LOST. 
2. Oversight and data management of Museum’s POS/Customer Service platform re ticket and tour reservations, event bookings, donations and museum store sales. Also generation of automated revenue and expense, donation and sales reports. (POS system training will be provided) 
3. Serve as a member of LOST’s visitor experience team. On days the Museum is open to the public, duties will also include welcoming visitors and/or tour groups and processing admission and museum store transactions. 
4. Assist in the planning, scheduling, coordinating and staffing of special events, museum programming and activities. Occasional support for evening or weekend events and activities will be required. 

KNOWLEDGE, SKILLS, AND ABILITIES 

• Ability to work in a fast-paced environment.
• Self-starter with strong administrative skills, ability to prioritize and manage multiple projects simultaneously. 
• Strong technology skills; proficient in various word processing, spreadsheet, database and presentation software. Experience with Veevart POS preferred but not mandatory; training provided. 
• Excellent visitor management skills; ability to engage with diverse audiences of all ages, ability to communicate clearly and respond to visitor questions or requests in a friendly and efficient manner, and ability to serve as a LOST “ambassador” at all times. 
• Ability to perform work independently and in a team-oriented environment.

EDUCATION & EXPERIENCE 

• Associate's degree or higher, in business or business-related fields strongly preferred. Museum studies or arts administration is a plus. 
• Minimum 2-4 years of progressively responsible experience in an administrative role, or an equivalent combination of education and experience. 

SALARY RANGE 

$50,000 - $55,000, commensurate with skills and experience, includes health insurance benefits.