Organization: Monterey Bay Aquarium
Location: Monterey, California
Date: Sep 25, 2007
ADMINISTRATIVE EDITORIAL COORDINATOR - FT WITH BENEFITS

This position provides administrative and editorial support to the Vice President of Exhibitions, Project Director(s) and the departments of Exhibit Research & Development, Exhibit Design, Exhibit Evaluation (Audience Research) and Exhibit Film & Video Production.

S/he assists with the preparation and input of annual budget projections; creates and maintains databases and spreadsheets for tracking/administering departmental budgets, monthly and year-end financial reports; provides editorial and research assistance to exhibit developers and the exhibit writer/editor; and coordinates traffic and records for labels, signage and other exhibit-related materials as needed.

Essential Functions:

• Receives and coordinates editorial requests and manages editorial traffic
• Assists with proofreading, copyediting, translation services and signage requests for Exhibit Development Design and Evaluation (Audience Research).
• Works with the exhibit writer/editor to fulfill temporary and permanent signage requests including researching, planning, copyediting, fact-checking, proofreading and working with Production to produce the pieces, as needed.
• Acts as the EDD contact for other departments, translation services and appropriate institutions (including MBARI).
• Responsible for timely editorial traffic control and for preparing, routing, receiving and compiling pink sheets.
• Assists with preparing and proofing of interpretive graphics, exhibit-related materials, audiovisual scripts and other editorial products as requested.
• Assists with proofing and copyediting for audience research reports.
• Performs needs assessment for copyediting and minor rewriting of materials and performs such functions as requested.
• Provides administrative support (including photocopying, faxing, correspondence, mailings, mail distribution and some phone coverage) for Vice President of Exhibitions and Project Director(s).
• Assists Vice President of Exhibitions with the preparation and input of Exhibit Division annual and specific budget projections.
• Assists with the preparation and input of annual budget projections for Exhibit Research & Development, Exhibit Design, Exhibit Evaluation (Audience Research) and Exhibit Film & Video Production.
• Creates databases and spreadsheets for tracking and administering several budgets and monthly financial reports.
• Prepares purchase orders/disbursements/expense reports/contracts.
• Enters and proofs budget information.
• Tracks expenses to comply with budgets.
• Tracks scheduled contract payments.
• Creates and distributes departmental budget reports.
• Independently tracks specific project budges as requested by Project Director.
• Handles departmental/project accounting functions and research as needed.
• Designs and manages departmental databases, including mailing lists, guest lists and responses for special events, and elements lists for exhibitions.
• Evaluates and responds to MBA Visitor Comment requests.
• Supervises and manages volunteers working on MBA Visitor Comment requests and legislative postcards.
• Coordinates and manages meetings and travel arrangements for all direct reports and MBA consultants, arranges small events, plans and coordinates guest lists or invitation mailings and tracks responses.
• Orders and maintains office supplies, books, references and other items as needed.
• Prepares charts, graphs, slides and other presentation materials as assigned.
• Handles projects for Exhibit R&D, Design and Film & Video Production personnel as needed.
• Oversees timecards, supply ordering and similar administrative duties as needed.

This position must be self-directed and able to perform under heavy deadline pressures.

To apply please mail, email, fax or hand-deliver your resume, along with a cover letter, to Monterey Bay Aquarium’s Human Resources Department.

Emailed resumes are accepted only if the resume is included in the body of the message with your letter.

Please do not send email attachments; they will not be opened.

Mauricio Madueno
Human Resources Recruiter
Human Resources Department
Monterey Bay Aquarium
886 Cannery Row
Monterey, CA 93940
jobs@mbayaq.org
(fax) 831-648-7550
www.montereybayaquarium.org

Posted September 25, 2007; Closes November 10, 2007

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