Department Administrator

American Museum of Natural History; New York (NY); On-site; USD 45,000 - 49,500; Full time

Job summary

The American Museum of Natural History is seeking a full-time Department Administrator for the Vertebrate Paleontology division in New York. The role supports accounting, personnel, purchasing, correspondence, and reporting, with duties spanning budget management and HR collaboration.

The position requires strong administrative experience, with typical work hours on weekdays 9am–5pm and an expected salary range of $45,000 to $49,500 annually. Benefits are provided as part of AMNH’s package.

Qualifications

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

Responsibilities

• Handle general office administrative duties such as telephones, supplies, filing, mail, requisitions and follow-up invoices.
• Manage the office budget and maintain divisional and grant budget records; reconcile Excel with Oracle and produce monthly budget summaries.
• Collaborate with internal departments on billing, payment, and purchasing; work with HR on hiring and onboarding.
• Manage online applications and internal systems; oversee divisional timekeeping.
• Supervise and coordinate maintenance of the departmental vehicle.
• Support visitation logistics including access, badging, hotel arrangements, expenses, and ticketing.

Education

High School Diploma or equivalent

Job description

Department Administrator

Posting Details

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

• 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 vehicle.
• 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.

Employment Details

Category: Full-Time

Total Number of Scheduled Hours Per Pay Period: 56

Union Status: Non-Union

FLSA: Non-Exempt

Expected Salary Minimum: $45,000/annual

Expected Salary Maximum: $49,500/annual

EEO Statement

The American Museum of Natural History is an Equal Opportunity Employer. The Museum does not discriminate with respect to employment, or admission or access to Museum facilities, programs or activities on the basis of race, creed, color, religion, age, disability, marital status, partnership status, gender (including sexual harassment), sex, sexual orientation, gender identity, gender expression, genetic information, pregnancy and lactation accommodations, alienage or citizenship status, current or former participation in the uniformed services, status as a veteran, caregiver, pre-employment marijuana testing, sexual and reproductive health decisions, salary history, national or ethnic origin, height, weight, or on account of any other basis prohibited by applicable City, State, or Federal law. Additional protections are afforded in employment based on arrest or conviction record, status as a victim of domestic violence, stalking and sex offenses, unemployment status, and credit history, in each case to the extent provided by law.