Greater Philadelphia Cultural Alliance

Administration & Operations Coordinator

Position Title: Administration & Operations Coordinator 

Department: Museum Experience 

Reports to: Director of Museum Experience 

  

About Us 

The National Liberty Museum (NLM) envisions a society that values freedom of thought, civil discourse, respect for all people, and the essential pursuit of liberty. We connect, educate, and inspire people to explore and advance the complex practices of liberty through thought-provoking multidisciplinary and multimedia exhibition experiences, public programs and events, and educational programs for all ages. NLM makes space for generative and inclusive public conversations about shared values and for civic skill-building, inviting visitors to investigate liberty’s many facets together.  

As a concept museum, NLM is not beholden to a particular historical period, event, or collection, which frees us to bring a multidisciplinary lens to the ongoing process of interpreting liberty in meaningful ways with and for contemporary audiences. NLM’s primary collection, then, is best understood as the content that gets created, explored, debated, and reflected upon across all NLM’s activities – from gallery shows and exhibition interactives, to speaker series, panel events, and off-site field work, such as artist interviews, workshops, community dialogues, and pop-up storytelling.   

 

Position Summary  

The Administration & Operations Coordinator will contribute to the overall success of the organization by supporting the internal operations of the National Liberty Museum. This position will perform administrative functions across multiple departments, including payroll, HR, finance, development, and operations.   

Working with the Director of Museum Experience, they will coordinate hiring, onboarding, and offboarding processes for employees, as well as oversee day-to-day finance operations such as processing bi-weekly payroll, expense reports, credit card reconciliation and AP coordination, working with external vendors to maintain contracts, posting remote deposits, and recording contributions. They will also assist with operations functions such as opening and closing the building, point of sale reconciliation, and working programs and events when needed. 

 

Essential Duties and Responsibilities:  

 

Finance & HR 

  • Maintain confidentiality and ensure all sensitive company, employee, and client information is handled with discretion and in compliance with company policies and legal regulations 
  • Serve as on-site contact for finance (Radar Non-Profit Solutions) and Human Resources (Insperity) management firms 
  • Provide administrative support to all areas of the employment lifecycle, including pre-boarding & onboarding, payroll, managing employment records, immigration, policy distribution, and offboarding 
  • Works with management to ensure General Policies & Procedures are up to date 
  • Support organization and implementation of any employee Learning & Development programs 
  • Assist finance team with day-to-day accounting procedures including making remote deposits and forwarding appropriate documentation 
  • Coordinate payroll administration including processing and funding retirement deductions 
  • Assist in HR administration, including benefits distribution, processing paperwork, ensuring legal compliance, and addressing any staff concerns 
  • Receive and prepare invoices for payment by determining proper account codes and completing payment request forms 
  • Review check requests, employee reimbursements, and accounts payable for accuracy, ensuring proper coding and documentation for all transactions, in compliance with financial policies and procedures 
  • Reconcile company credit card usage, receipt tracking, and expense coding 
  • Act as financial point of contact for the staff regarding coding questions for expenses or reimbursements 

 

Museum Operations  

  • Support grant and membership program efforts as needed 
  • Support data, record, and other administrative needs, including CRM data entry, gift and donation processing, and generating reports 
  • Provide administrative support for annual gala planning and production process 
  • Assist with annual budget and audit processes 
  • Assist museum experience staff by covering lunch breaks, welcoming groups, opening museum, and working programs and events when needed. Serve as primary building closer (6pm).  
  • Other duties as assigned 

 

Skills & Qualifications:

  • 3-5 years’ experience working with finance, operations, or human resources 
  • Ability to maintain confidentiality and work with high level internal information 
  • Knowledge of the MS Office Suite 
  • Experience with Jira and Altru softwares a plus 
  • Professional level verbal and written communication skills 

The Administration & Operations Coordinator will contribute to the overall success of the organization by supporting the internal operations of the National Liberty Museum. This position will perform administrative functions across multiple departments, including payroll, HR, finance, development, and operations.   

Working with the Director of Museum Experience, they will coordinate hiring, onboarding, and offboarding processes for employees, as well as oversee day-to-day finance operations such as processing bi-weekly payroll, expense reports, credit card reconciliation and AP coordination, working with external vendors to maintain contracts, posting remote deposits, and recording contributions. They will also assist with operations functions such as opening and closing the building, point of sale reconciliation, and working programs and events when needed.