Operations Coordinator

Albin Polasek Museum & Sculpture Gardens; Winter Park (FL); On-site; USD 21,000 - 30,000; Part time

Job summary

The Albin Polasek Museum & Sculpture Gardens in Winter Park, FL seeks a part-time Operations Coordinator to handle administrative duties, donor communications, and daily facilities support.

You will coordinate with departments, manage PastPerfect reports, oversee IT tasks (Microsoft 365, Google Workspace), mail flow, and vendor coordination for maintenance and events. Strong time management is essential.

Qualifications

• Strong time management, organization and interpersonal skills.
• Ability to learn and maintain technology and systems used by the museum.
• Part-time position requiring 15–18 hours per week.

Responsibilities

• Maintain donation documentation and prepare acknowledgement letters; generate reports from PastPerfect.
• Set up, maintain, and troubleshoot IT operations including Microsoft 365 and Google Workspace.
• Manage mail from the mailbox and distribute as needed.
• Oversee the “operations” and “info” email accounts by responding to inquiries and forwarding emails to appropriate departments.
• Coordinate with the alarm system and vendor; manage user access as needed.
• Monitor and update museum login passwords; supervise office cell phone for 2-step verifications.
• Cover front desk, answer phones, assist gift shop and visitors.
• Coordinate with third-party vendors for facility projects, including soliciting bids and cross-department coordination.

Skills

Time management

Organization

Interpersonal skills

Tools

Microsoft 365

Google Workspace

G-Suite

Job description

The Albin Polasek Museum & Sculpture Gardens, founded in 1961, preserves the home, studio, sculpture gardens, and a collection of over 200 works by renowned Czech-American sculptor Albin Polasek. Listed on the National Register of Historic Places, the museum welcomes visitors from around the world for guided tours that highlight Polasek’s life, artistic achievements, and perseverance after a debilitating stroke. The campus also includes the historic 1885 Capen House, which was saved from demolition, restored, and opened to the public in 2015. Each April, the museum hosts the Winter Park Paint Out Plein Air Festival, furthering its commitment to the arts and community engagement.

Responsibilities:

The Operations Coordinator is responsible for and has the authority to accomplish the execution of the duties listed below. They coordinate, as appropriate, certain aspects of those responsibilities with corresponding departments.

The responsibilities described herein reflect the general details considered necessary to describe the principal functions of the position identified and may not be construed as a complete description of all the requirements that may be inherent in the position.

• Maintain documentation and prepare acknowledgement letters for cash and in-kind donations. Prepare reports from PastPerfect.
• Set up, maintain, and troubleshoot IT operations including Microsoft 365 accounts and Google Workspace.
• Obtain mail from the mailbox and distribute as needed.
• Responsible for the “operations” and “info” email accounts by responding to inquiries and forwarding emails to appropriate departments.
• Communicate alarm system issues and work with the Executive Director when contacting the alarm company, ACS. Add and remove users from the alarm system when necessary.
• Maintain and update the museum login passwords and oversee company cell phone for 2-step verifications as needed.
• Cover office telephones as needed.
• Coordinate with third-party vendors for facility improvement projects, including soliciting bids for contracted maintenance and repair services needed, and cross-departmental coordination ensuring limited interruption to events or daily operations.
• Assist as needed with Member Receptions, Exhibit Programming, Annual Fundraiser (Winter Park Paint Out).
• Manage the cleaning company duties and provide the main point of communication between departments and cleaning crew.
• Help with clerical and front desk support when needed, including gift shop, walk-in customers and incoming phone assistance.
• Monitor G-Suite account and museum emails and make changes to them as needed.
• Work with Executive Director and other Department Heads to maintain adequate inventory for office, kitchen, gallery and cleaning supplies.

Job Requirements:

• Strong time management, organization and interpersonal skills.
• Ability to learn and maintain all technology related equipment, including but not limited to, the internet and phone systems, the security system, and Google and computer hardware and software.
• Position is a Part-Time position and is generally 15-18 hours a week.