Administrative Coordinator, Maine Archives and Museums

Posted May 8, 2023

Position Summary

This position supports the Association of Maine Archives and Museums (MAM), a not-for-profit 501(c)(3). MAM is the only professional association representing museums, archives, historical societies, and other collecting institutions in the State of Maine. The Administrative Coordinator works closely with the Executive Director and oversees many of the day-to-day operations for MAM, including support for its online membership database and website, financial management, and event coordinating and support for online and in-person programs. The Administrative Coordinator position is offered as a work from home, hybrid work schedule, with limited in-person meetings. The position requires one in-state attendance to the MAM annual conference each year. Reasonable costs for travel and attendance shall be reimbursed upon approval by an authorized representative of MAM. 

Primary Responsibilities

• Coordinating online or in-person board meetings and selected committee assignments with associated support materials (meeting notices, reminders, agendas, minutes, etc.); 
• Providing administrative support including agenda distribution for committee and board meetings and taking of full board and executive committee meeting minutes in collaboration with the board secretary;  
• Event/meeting/conference coordinating, including hotel, conference rooms, and catering reservations as needed;  
• Maintaining MAM online presence and resources including primary website, Wild Apricot membership database, event registration, and social media network support;
• Typing/data entry, e.g., updating of membership database;  
• Answering and forwarding telephone, electronic, and written requests for information about and for services provided by MAM as appropriate; 
• Assisting the Board Treasurer in financial management, including bookkeeping, accounts receivable/payable, and making deposits;
• Conducting research and preparing statistical reports (e.g., conference feedback surveys);   
• Filing appropriate organizational reports with state and federal agencies (e.g., Annual Report/ Charitable Solicitations License/IRS 990);  
• Maintaining MAM’s files and archives, both physical and digital;
• Other duties as assigned;

Requirements: 

• Ability to work from Maine; must be able to regularly check a post office box and conduct banking business in Maine.
• Ability to self-manage and work independently.
• Preferred familiarity with Wild Apricot.
• Preferred interest in/knowledge of Maine’s cultural heritage field.
• Preferred experience in non-profit administrative work.

The position reports to:

Maine Archives and Museums Executive Committee.

Compensation: 

This is a contract position.

$23.00 Hourly

20 hours a month

How to Apply

Please send a cover letter, resume, and three professional references to Cipperly Good, MAM Board President, via email at [email protected] by June 1st, 2023.