Administrative Coordinator, Programming Department

Genesee Country Museum | Mumford, NY

Posted Date 2/27/2024



Position:                      Administrative Coordinator, Programming


Reports to:                  Senior Director of Programs


Primary functions:     The Administrative Coordinator, Programming will provide efficient, accurate, and effective routine support as well as just-in-time administrative troubleshooting for activities of the GCV&M Programming Team, with an emphasis on coordination of education programs and youth and adult learning experiences as well as internal and public program calendar management. The successful candidate will possess keen attention to detail, will enjoy creating innovative workflow efficiencies, and have enthusiasm for supporting others’ success with the ability to quickly discern ways to do so.


Hours:                         40 hours per week, benefits eligible


Overview:                   The GCV&M Programming Department supports a host of events, activities, and learning opportunities that take place on-site, at schools and other locations in the region, and online including: curriculum-based school programs, youth camp, family outings, special events, and adult classes. These programs offer content for all ages and encompass all areas of the Museum: The Historic Village, The Wehle Gallery, and the Nature Center. Through these experiences we reach over 32,000 learners each year and over 90,000 total Museum visitors annually.




Provide point-of-contact, registration, and program support for select activities: 70%

  • Youth Camp
    • Serve as administrator of camp registration system and initial point of contact for camper registration and in-bound calls during summer camp season
    • Create and support system for camp supply purchases and distribution
  • Schools
    • Serve as registrar for Moveable museum program
    • Work with Museum Registrar for registration of on-site and virtual museum programs,
    • Support coordination of on-site field trips outside of the regular season
    • Serve as point of contact for questions about school programs and maintain school contacts
  • Classes
    • Support logistics and ticket sales set up for all adult classes, maintain class registration lists, help coordinate staffing
  • Scouts/ Youth Groups:
    • serve as registrar for scout/ youth group programs


Manage GCV&M program calendar and related administrative activities: 15%

  • Create and maintain internal calendar, coordinate all related internal communications
  • Coordinate annual program planning/ calendar creation meetings
  • Provide support for related programming meetings including agenda creation and distribution for weekly program operations meetings
  • Manage listings for all programs and events internally
  • Manage community calendar presence and postings


Provide general administrative support to Senior Director of Programs and for programming team office operations: 15%

  • Maintain account login and staff access to various technology platforms that support: department website maintenance, file sharing, email distribution, contact relationship management, and camper and class registration (may include: GCV&M app, DropBox, ASCAP, Podio, Constant Contact, Canva, and other similar platforms).
  • Support coordination of part-time/ adjunct staff, interns, and select volunteer groups including onboarding and scheduling assignments



Performance standards:

  • Engage with others in a collaborative, and inclusive manner, supporting diversity, accessibility, and equity with program audiences, colleagues, and Museum guests
  • Regularly show support of GCV&M values of Authenticity, Collaboration, Exploration, Inclusivity, Stewardship, and Responsibility in all actions and communications
  • Communicate proficiently and with a focus on effective outcomes
  • Represent self and the Museum courteously, accurately, and professionally
  • Effectively set and manage outcomes, both independently and as part of a team
  • Demonstrate commitment to continuous improvement and growth
  • Comply with all GCV&M staff expectations as included in the Staff Handbook


Minimum required qualifications:

  • Associates Degree and at least six years relevant experience (may be a combination of work and volunteer) in office management or administrative support.
  • Valid driver’s license; reliable personal transportation


Knowledge, skills, and abilities:

  • Outstanding administrative processing skills including experience with project management support
  • Proficiency or expertise with online administrative and communications platforms
  • Proficiency or expertise with use of MS Office and Outlook, particularly: excel, email, and calendar functionality.
  • AA or BA degree in general administration, non-profit management, business, or related area of study preferred
  • Familiarity with museum operations and/or PK-12 education preferred
  • Demonstrated keen attention to detail
  • Exceptional communication skills including excellent attention to responsiveness and follow-through


Working conditions/ physical aspects of the role

  • Lifting up to 20 lbs
  • Walking up to .5 miles
  • Work is primarily performed in an office setting with some work performed outdoors at the museum in and around museum buildings
  • Periodic evening and weekends required



Genesee Country Village & Museum is the largest living history museum in New York State. Our  68-building Historic Village, John L. Wehle Art Gallery, and Genesee Country Nature Center host nearly 100,000 guests each year on site, off site around the community, and online across the world. We are committed to diversity and inclusion and a policy of equal employment opportunity with respect to all employees, applicants, and interns for employment. We recruit, hire, train, and promote without discrimination due to race, color, sex, age, disability, religion, citizenship, national origin, military or veteran status, marital status, gender identity and expression, sexual orientation, and any other status protected by applicable federal, state, or local law. Learn more at




Employment Type
Full Time

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