At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.
Job Summary:
Under limited supervision, support the Education Division’s databases, communications, and financial processes with the goal of empowering a diverse group of young leaders to be inspired, STEAM literate, confident, and ready to act as agents of ocean conservation. Maintain the Division’s two databases (Salesforce and Tessitura); oversee program communications; execute financial responsibilities; develop and document policies, processes, and procedures for division efficiencies and effectiveness; provide administrative support as needed; perform other duties as required. Additionally, support a work culture of equity and accountability demonstrated by leadership and interactions with colleagues and partners, both internal and external; encourage strong relationships among and between program participants, volunteers, and staff; adhere to equitable processes to guide new staff and volunteers.
Core Activities:
- Collect and export participant and non-participant data from Tessitura and import it into Salesforce.
- Audit and correct data from both databases ensuring integrity, accuracy, completeness, and relevance.
- Generate existing reports, data visualizations, dashboards, lists, etc. for leadership and program teams to inform strategic decisions.
- Update and generate existing reports to keep information current for review by leadership and program teams.
- Recommend improvements on and develop best practices for data collection and analysis.
- Document new, and update existing, standard operating procedures for the division related to databases and finances (e.g., training materials, etc.)
- Provide one-on-one coaching and deliver small-group training to guide staff in basic skills to become efficient users in both Tessitura and Salesforce.
- Process purchase requisitions, credit card reconciliations, WATCH scholarship, and contracts.
- Recommend improvements for Education’s financial processes.
- Process and translate predefined emails through Salesforce Marketing Cloud.
- Build Education applications using Form Assembly utilizing Salesforce datasets and configurations.
- Process waivers through DocuSign.
- Initiate the process and completion of documents for Continuing Education Units registration through CSUMB for Educator Programs.
- Respond to initial incoming Education service tickets in a timely manner; route inquiries to appropriate groups/staff for responses and provide stellar customer service to educators and stakeholders.
- Provide administrative support as needed, such as overseeing systems for incoming/outgoing mail; on/offsite asset inventory and storage; calendars and room reservations; inventory of all Bechtel equipment, resources, and departmental, custodial, and office supplies.
Preferred Knowledge, Skills & Abilities (KSAs):
- BS/BA degree or equivalent combination of education, training and experience
- Experience working with deadlines
- Demonstrated ability to solve problems resourcefully
- Excellent oral communication, formal writing skills, time management, and organizational skills
- Experience in task and detail-oriented positions, must be able to work both as a member of a team and independently, with minimal supervision
- Experience with data management systems, Salesforce preferred
- Intermediate knowledge of and experience with Microsoft Office - Excel, Word, and Visio - or similar office applications
- Strong and effective interpersonal skills
- Familiarity with Docusign and Docusign Retrieve
- Familiarity with Asana, Adobe Acrobat, Sage Intacct, and Adaptive Insights
- Familiarity with a reservation software such as Tessitura
- Beginning to intermediate knowledge of accounting, budgeting, financial reporting, purchasing, and invoice processing
- Beginning to intermediate data analysis skills
- Familiarity with Google Suite products
- Conversational Spanish desired
- Assumes defined roles in support of professional and personal development as needed and/or desired
- Ability to work within, and maintain Monterey Bay Aquarium’s Core Values
Physical Requirements to Perform Essential Job Functions:
- Typical office equipment
- Constant sitting, standing, walking, bending
- Occasional unassisted lifting up to 50 lbs
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Typical office environment, main aquarium and exhibits, occasional offsite events
Hourly Compensation Range:
$27.50 - $31.73 USD per hour. Starting Rate will vary based on previous experience and relevant skill/knowledge set.
EducationPreferred: Bachelors
Preferred: Associates
Preferred: High School