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Job Description
SUMMARY DESCRIPTION
The Shipyard Administrative Coordinator provides administrative support to the Chesapeake Bay Maritime Museum (CBMM) Shipyard. This position serves a critical role in maintaining efficient shipyard operations by providing administrative and operational support across multiple functions, including purchasing supplies, expense tracking, billing support, volunteer and program coordination, and interdepartmental communication. Working closely with the Shipyard Manager and Vessel Conservation Manager, the Shipyard Administrative Coordinator ensures that shipyard staff, volunteers, and educational programs have the materials, resources, and administrative support necessary to operate effectively.
PRIMARY RESPONSIBILITIES
Financial & Administrative Support Process and organize receipts, invoices, and purchasing documentation (purchase orders). Assist with tracking expenses associated with shipyard operations and projects. Create and process shipyard billing / invoices for active projects, ensuring costs are accurately allocated by project, coordinating with Finance on material accounting, and preparing payroll reports to track project labor hours. Prepare reports, PowerPoint slides and provide administrative support related to budgets, expenditures, project accounting, and meetings. Maintain accurate records in accordance with organizational policies and procedures. Support the administrative needs of ongoing shipyard projects and operations. Serve as a liaison between shipyard leadership and other departments. Volunteer & Educational Support Provide administrative support to the Vessel Conservation Manager in the coordination of volunteer programs and projects. Assist with volunteer scheduling, communications, and recordkeeping. Coordinate logistical needs and materials for volunteer activities and educational programming associated with the shipyard. Support other shipyard educational initiatives as assigned. Inventory & Stockroom Management Assist in maintaining an organized and efficient shipyard stockroom. Dispense consumable supplies, tools, safety equipment, and other materials to shipyard staff and volunteers. Monitor inventory levels and maintain accurate stock records. Research, source, and procure routine shipyard supplies and materials within approved budget parameters. Coordinate with the Shipyard Manager regarding larger purchases, specialty materials, and capital expenditures. Assist with receiving, inspecting, and organizing incoming deliveries. Develop familiarity with the tools, paints, coatings, compounds, fasteners, adhesives, and other materials commonly used in a traditional maritime shipyard environment. Systems & Tools Microsoft 365 (Outlook, Excel, Word, PowerPoint) Altru (inventory and transaction management) ACT CRM Better Impact (volunteer management) This position is a non-exempt, part-time position with an expected work schedule ranging 20-24 hours per week. While this position may have a flexible schedule, most hours are expected to be worked during business hours, 7:30a-3:30p, Monday through Friday. All staff are expected to be available to work a flexible schedule that may occasionally include evenings and weekends.
KEY ATTRIBUTES
This position requires a highly organized, detail-oriented individual who can thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate the ability to manage multiple priorities. Qualifications 2+ years of administrative or operations support experience preferred High school diploma or equivalent. Strong organizational skills and attention to detail. Demonstrated ability to manage multiple tasks and competing priorities in a fast-paced environment. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint. Ability to quickly learn new software platforms and organizational systems. Excellent written and verbal communication skills. Ability to work both independently and collaboratively as part of a team. Ability to work periodically in an active shipyard / outdoor environment and travel between buildings across campus in a variety of weather conditions and terrains. Occasional lifting of up to 25 pounds; ability to assist with moving supplies and materials as needed.
