Project Coordinator, US / Japan
Deadline to apply: Sep 15, 2008
POSITION SUMMARY:
The Project Coordinator is responsible for coordinating the US / Japan Projects. This position is temporary for the dates: September 1, 2008 to June 30, 2009. The Coordinator provides comprehensive project coordination and administrative support to the Director of Community Affairs and other staff and volunteers involved in the US / Japan Projects FY 09, including the Ambassador, Consuls Generals of Japan and Japanese American Leaders Meeting, and the 2009 Japanese American Leadership Delegation, and other related activities. Typical duties include general office duties (filing, faxing, photo copying, mailing, typing, phones and e-mails), setting up external and internal meetings, coordinating with other staff, volunteers, public and external partners like staff of the Los Angeles Consul General of Japan and providing administrative support and coordination on US / Japan projects and events. To achieve this, the Coordinator will at times be required to work on his/her own initiative and with a minimum of supervision. Position in for 32 hours/week Tuesday - Friday and may require some overtime and weekend hours.ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Assists Project Manager and Director of Community Affairs in developing and implementing the overall Project plan of work.
- Assists Project Manager and Director of Community Affairs in all aspects of project management: planning, coordination and day-to-day functions to ensure successful achievement of project goals.
- Provides administrative support for the project, which includes coordinating meetings, correspondence, managing project budgets, and the development of reports, guidelines and contracts.
- Facilitates timely and effective ongoing communication between Museum Project team, volunteers, special constituents and advisors across the nation.
- Assists or takes responsibilities for other areas of the Project as required.
- Performs daily secretarial/ administration office duties to include, filing, and photocopying, correspondence, and transcribing.
- Assists in creating reports, spreadsheets, and other documents. Creates initial drafts of correspondence and other communications; reviews, proofreads and edits reports and various written communications.
- Manages communication for the US / Japan Projects and specifically for Director of Community Affairs. Handles in-coming telephone calls, e-mails and mail, prioritizes requests and ensures inquiries are handled or passed on appropriately.
- Maintains schedule and makes travel arrangements including itinerary, organizing flights, and hotel accommodations for the projects/programs.
- Arranges and coordinates meetings and/or conference calls to include arrangement for refreshments. Provides staffing to the planning meetings and other program meetings as assigned by taking and writing minutes, confirming meeting logistics and other administrative/coordination duties.
- Assists in the implementation of projects/ programs including gathering input from project staff, updating/revising work plans, updating task lists, and coordinating mailings. Assists in tracking project due dates and deliverables.
- Assists in setting up and hosting project events including Japanese American Leadership Delegation orientation meeting. May be required to work some evenings or weekends.
- Supports US / Japan project team on department budget needs, as requested.
- Ensures an open door policy is adopted for the Director of Community Affairs to enable staff, volunteers, or donors to talk through issues but at the same time be able to refer them to other staff members when appropriate.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelors degree or an equivalent combination of education and experience.
Experience/Knowledge: At least two years administrative support and project coordination experience; experience in customer service, marketing/PR, or at a membership organization is a plus. Must be well organized and detail oriented, and have ability to multi-task, prioritize, and meet deadlines. Willingness to learn and apply new skills. Ability to work in a team environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Knowledge of Japanese American history and culture a plus. Excellent communication and human relations skills with the ability to work at all levels of the institution. Professional phone manner and e-mail protocol are essential. Must be able to provide courteous and effective service to members/donors, board members, prospects, co-workers, volunteers and the general public. Computer literate, Internet savvy, and experience with MS Office.
REPORTING RELATIONSHIPS:
Reports to:
Director of Community Affairs
Positions supervised:
None
The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition.
