Department Administrator

The American Museum of Natural History is one of the world’s preeminent scientific and cultural institutions, and has as its mission to discover, interpret, and disseminate information about human cultures, the natural world, and the universe through a wide-ranging program of scientific research, education, and exhibition.

The Vertebrate Paleontology department is seeking a full-time Department Administrator to support the operational and administrative business of the Paleontology division. This position manages accounting, personnel, purchasing, correspondence, and preparing reports and financial data. Additionally, they coordinate visitors and telephone traffic and assist with departmental events.

This position is expected to work approximately 28 hours per week, occurring on weekdays between 9am and 5pm.

Job duties include, but are not limited to:

• Handle general office administrative duties, such as managing telephones, ordering supplies, filing, copying, picking up and sorting mail, and submitting requisitions and follow-up invoices.
• Manage the office budget and maintain divisional and grant budget records. Reconcile Excel spreadsheets with Oracle accounts to monitor inconsistencies and create monthly budget summary reports.
• Partner with internal departments on billing, payment, and purchasing. Work with Human Resources on hiring and onboarding processes.
• Manage online applications and internal systems. Manage divisional timekeeping.
• Supervise and coordinate maintenance of the departmental vehicles.
• Support departmental visitation, including access and badging, admittance, hotel arrangements, reimbursement of out-of-pocket expenses, and ticketing.

The expected salary range for the Department Administrator is $45,000/annual – $49,500/annual. This position is overtime-eligible and the AMNH offers an extensive benefits package designed to meet the needs of our dedicated and diverse community.

Pay will be determined based on several factors. The hiring range for the position at commencement is based on the type of work and the scope of responsibilities. The salary and placement offered is based on a number of individualized factors, including, but not limited to, skills, knowledge, training, education, credentials, areas of specialization, and depth and scope of experience.

Minimum Qualifications:

• High School Diploma or equivalent.
• Two years administrative experience in a professional office setting.

Physical Demands:

• Must be able to remain in a stationary position (sitting or standing) for prolonged periods.
• Must be able to occasionally lift up to 20 pounds.
• Must be able to move about the Museum campus.