Administrative & IDEA Coordinator

Carnegie Museums of Pittsburgh

Pittsburgh, PA, USA


Program Design/Program Management

Full time

Jan 18

The Administrative & IDEA Coordinator is responsible for providing a wide range of executive administrative and support functions to the Vice President of IDEA. Responsible for ensuring an efficient and effective workflow; provides special project leadership, coordination, and/or management as assigned.

Please submit Cover Letter with Resume


  • High School diploma or GED required.
  • Associate’s or bachelor’s degree in business administration or similar field preferred. In lieu of college degree, candidate must have additional experience in executive assistance or another administrative assistant role.
  • Experience in a dynamic office environment with administrative management responsibilities.
  • Experience with budget and project management.
  • Must demonstrate initiative and positive thinking, with ability to multi-task.
  • Must be flexible, timely, professional.
  • Must demonstrate absolute discretion in handling confidential information.
  • Competency around Inclusion, Diversity, Equity, & Accessibility concepts, best practices, vocabulary strongly preferred.


  • Excellent organizational, interpersonal and communication skills.
  • Ability to set and carry out short-term goals while keeping long-term goals in mind.
  • Proficient at prioritizing, project management and process implementation.
  • Ability to work professionally and collaboratively with diverse audiences including staff, board, donors, community partners and visitors.
  • Strong computer, office equipment, and mobile communications skills needed, specifically Microsoft Office Suite (Word, Outlook, Excel, PowerPoint); or desire to learn new technology.


  • Work is primarily sedentary in nature, no special demands are required. 


  • Types and proofreads all documents as required. Drafts letters and other communications as required.
  • Provides general secretarial support including, but not limited to, answering telephone and recording messages efficiently and/or directing calls appropriately; opens and distributes mail; types correspondence; maintains daily calendar; schedules appointments with volunteers, administrators, and other internal and external constituencies; makes reservations and travel arrangements, arranges travel advances and prepares expense reports, and photocopies and faxes as requested.
  • Prepares, copies, collates and organizes meeting materials for internal and external meetings and appointments, including agendas, itineraries, reports, summaries, presentation materials and other relevant documentation. 
  • Handles meeting logistics, including reserving meeting spaces, arranging food and beverage service, audio-visual equipment, photographer, and other necessary arrangements such as preparation and distribution of agendas, board reports, background documentation and other pre-meeting information, and preparing PowerPoint presentations.
  • Attends staff meetings as required and participates in discussions as appropriate. Records meeting minutes and types and distributes minutes in an accurate and timely fashion. Contributes to the overall team effort by sharing ideas in the decision-making process.
  • Track project-related expenses as needed; process, verify, code, and reconcile departmental invoices and purchase card expenses in a timely manner; prepare journal entries; create follow-up financial and narrative reports as requested.
  • Interacts with other organizations, providing requested information, coordinating visits, and preparing exhibition venue solicitation materials.
  • Establishes appropriate record-keeping systems and maintains an efficient and up-to-date filing system.
  • Maintains office supply inventory, ordering supplies as necessary using established ordering procedures, requests office equipment repairs as necessary and performs other administrative duties to assure smooth office operations.
  • Accomplishes responsibilities in a timely fashion with a minimum of supervision, attaining a satisfactory output relative to the standards of the position. Meets established deadlines.
  • Interacts with other museums, providing requested information, coordinating visits, and preparing exhibition venue solicitation materials.
  • Takes responsibility for communication between IDEA and Institute Leadership Team, facilitating good communications and information sharing.
  • Works closely with Vice President of IDEA, IDEA Council, and community partners to develop and disseminate curriculum resources and professional development experiences.
  • Serves as primary administrator for internal IDEA-related training initiatives.
  • Oversees scheduling, technical support, and logistics for training sessions and events.
  • Supports relationships and communication with community partners and training providers.
  • Assists with recording, documentation, archiving, and distribution of IDEA resources.
  • Assists with implementation of assessment surveys and data analysis.
  • Other duties as assigned.

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