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Chesapeake Bay Foundation · 3 days ago

Education Operations Assistant

Annapolis, MD

Part-time

Onsite

Entry Level

2+ years exp

The Chesapeake Bay Foundation is seeking an Education Operations Assistant to support the Education Department at the Philip Merrill Environmental Center in Annapolis, MD. The role involves providing administrative and project support to the Education Operations Team, managing scheduling and communication, and assisting with educational program logistics.

AssociationWildlife Conservation

Work & Life Balance

Responsibilities

Enter information into the database regarding field trip program, date, location, and teacher/school information

Compile and transmit scheduling confirmations and pre-trip materials to teachers/group leaders

Manage the scheduling team collaborative email, voicemail, and online application system

Respond to inquiries about education programs, field and prioritize incoming calls, and process education mail

Coordinate and manage education department supply accounts, which includes ordering/coordinating bulk orders

Assist the Education Operations Senior Manager with providing timely updates to the website for all audiences seeking information about education programs

Work with Operations team on coordinating annual department meetings and training courses

Manage procurement of Scientific Collection permits from PA, MD, DC, VA

Assist with data entry projects, as needed

Manage Chesapeake Classrooms email inbox

Manage group meetings to collect & share information

Managing summer course materials (rosters, attendance sheets)

Managing participant registration details (refunds, cancellation, switches)

Assist with registration reporting

Assist the Education Vice President with administrative items and special projects (5%)

Assist the front desk with answering phones and greeting visitors (2-5 hours/month) (1%)

Attend field programs, at least 1-2 times per year, to learn about the Education Field Programs and Education Operations

Other duties, as assigned

Qualification

Database managementMicrosoft Office proficiencyAdministrative supportCustomer serviceInterest in environmental educationCommunication skillsProblem-solving

Required

Work as part of the Education Operations Scheduling team: Enter information into the database regarding field trip program, date, location, and teacher/school information

Compile and transmit scheduling confirmations and pre-trip materials to teachers/group leaders

Manage the scheduling team collaborative email, voicemail, and online application system

Respond to inquiries about education programs, field and prioritize incoming calls, and process education mail

Coordinate and manage education department supply accounts, which includes ordering/coordinating bulk orders

Assist the Education Operations Senior Manager with providing timely updates to the website for all audiences seeking information about education programs

Work with Operations team on coordinating annual department meetings and training courses

Manage procurement of Scientific Collection permits from PA, MD, DC, VA

Assist with data entry projects, as needed

Manage Chesapeake Classrooms email inbox

Manage group meetings to collect & share information

Managing summer course materials (rosters, attendance sheets)

Managing participant registration details (refunds, cancellation, switches)

Assist with registration reporting

Attend field programs, at least 1-2 times per year, to learn about the Education Field Programs and Education Operations

Other duties, as assigned

Ability to travel to attend training and meetings that requires occasional work away from home for multiple-day periods throughout the year

Comfortable with outdoor setting on boats and/or in canoes, when attending education field programs

Must possess a valid driver's license, submit a driving record, and have an acceptable driving record

Preferred

Professional degree in business administration, operations management, accounting or computer science. Experience can be considered in lieu of a degree

2+ years' experience as an administrative assistant, preferred

Proficient in the use of Microsoft Office, spreadsheets, database management tools, graphics, and presentations

Proven ability to work on multiple projects, often concurrently, with associated deadlines

Capable of both working collaboratively as well as solving problems independently

Customer service experience that demonstrates excellent communication skills over the telephone, written communications, and in-person

Sincere interest in the Bay and the mission of the Environmental Education department, a bonus