Administrative Assistant-Learning Engagement/CORaL

Summary:

The Administrative Assistant provides broad administrative coordination and operational support for the Learning Engagement Department and CORaL Network initiatives at the Alaska SeaLife 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.

Essential Duties:

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 SeaLife 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 SeaLife Center policies, procedures, and programs. Performs other related duties as assigned.

Other Skills and Abilities:

Strong organizational, administrative, and customer service skills with high standards of professionalism. Ability to communicate clearly and interact effectively with all levels of staff, community partners, volunteers, contractors, visitors, and the general public. Working knowledge of basic accounting principles, budgeting support, expense tracking, and financial reporting processes. Experience with Google Workspace applications, Microsoft Office Suite, including Word and Excel, and virtual meeting platforms. Ability to manage multiple projects, assignments, schedules, and deadlines simultaneously in a fast-paced environment. Self-motivated, adaptable, and able to work independently with minimal supervision while exercising sound judgment and maintaining confidentiality. Strong attention to detail with effective time-management, prioritization, and problem-solving skills. Experience working in informal science education, nonprofit organizations, community engagement, research administration, or visitor-service environments is preferred. Reliability, professionalism, and dependability are essential.

Physical Requirements:

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This role includes a range of physical activities, such as standing or moving for extended periods, bending, kneeling, crouching, and occasional climbing, as well as handling tools, equipment, and materials. The ability to lift and move up to 20 pounds may be needed depending on the assignment. Occasional evening or weekend work may be required to support programs, meetings, trainings, and special events.

Open Until Filled Start:

ASAP Pay:

$20.35-$25.03 Please submit a resume, cover letter and letter of recommendation with your application. Must be able to pass a background check.