Assistant for Administration & Finance [Mystic Seaport Museum]

Deadline for application is 12/12/14.

The Assistant for Administration & Finance for the Williams/Mystic Maritime Studies Program, jointly administered by Williams College (Williamstown MA) and Mystic Seaport (Mystic CT), is responsible for all office and general financial (billing, invoices, reimbursements, and accounts) management; student and summer housing; student registration; the production of semester and weekly schedules; reservations, transportation, meal planning, and other matters associated with field seminars; vehicle fleet management; student life; opening and closing semester ceremonies; planning and discharging Parents (Friends & Family) Day;  the Williams-Mystic Annual Council Meeting co-ordination and Annual Report production, and other such duties as assigned by the Director. In addition, there are some required weekend and evening activities, as well as participation in Field Seminars, Open House, and other special events.

Office Management

• Manage a complex and busy office environment with high flow-through foot traffic, with students, staff, faculty, and visitors seeking information, advice, asking questions, constantly throughout the day
• Meet with the Director at least once weekly to review calendar, schedules, updates, student issues, and anticipated needs and requests
• Maintain office supply inventory, purchase supplies (communicate with staff and faculty on a regular basis to determine needs)
• Oversee the inventory and sales of Williams-Mystic memorabilia

Budget Management

• Work closely with the Director to maintain and oversee Program finances, and work closely with Finance on a daily to weekly basis
• Short and long-term budget planning
• Reconcile operating budget accounts, restricted accounts, and tuition reports
• Daily management of bills and reimbursements
• Process bi-weekly payroll for work-study students
• Manage all scholarship funds and flow each semester, keeping careful track of balance between semesters, and preparing all journal entries
• Manage student tuition plan payment program prior to and during each semester
• Work with more than 50 different colleges on transfer of financial aid, federal funds, and other scholarships
• Assist summer interns with payroll forms, housing stipends, and travel reimbursements.

Semester, Curricular, and Student Registration Management

• Produce 17 weekly schedules per semester
• Six months prior to each semester, produce the full semester calendar in        consultation with the Director, and circulate among staff and faculty for revisions and additions
• Produce and distribute semester class schedule in consultation with Director and other faculty
• Register each student in each new semester with Williams College: 4-course registration for each student, work with faculty to file grade sheets on time, and collect and submit to the College course evaluations each semester
• Coordinate and arrange Williams College Summer Science Program (SSP) annual fall visit
• Handle all Museum requests for Marine Science Center reservations and coordinate such with semester class and laboratory schedules

Housing

• Oversee the general maintenance of five Student Houses and student activity center
• Administer Summer Housing Schedules
• Administer summer housing rental schedule and payments, communications with house occupants,  and full cleaning schedule (before and after occupancy)

Student Life

• Coordinate many aspects of Williams-Mystic student life
• Arrange bi-annual meeting with Work Study Job Supervisors, prepare job descriptions, and co-ordinate all job assignments and duties; work with Human Resources relative to all student paper for employment
• Maritime Skills: Arrange bi-annual meeting with Skills Supervisors, prepare skills descriptions, and co-ordinate all skills assignments and duties; communicate with instructors throughout semester on student attendance

Field Seminars

• Manage field seminar preparations for 25-30 people, for three seminars conducted each semester
• Be available during seminars 24/7 as feasible and possible for emergency contact and emergency short-notice assistance and re-planning while Program is on the-road.
• Coordinate all travel arrangements, accommodations, meal planning, activity reservations

Annual Meeting and Report Coordination

• Work with the faculty to produce the Annual Report each May or June
• Plan and co-ordinate Annual Meeting, usually held in Williamstown

To Apply: Please submit a Mystic Seaport application (found at http://www.mysticseaport.org/wp-content/uploads/Employment-application.pdf), resume, and cover letter to human.resources@mysticseaport.org OR to Mystic Seaport PO Box 6000 Mystic, CT 06355 Attn: Human Resources. Deadline for application is 12/12/14. An EOE.