Business Operations Coordinator

Museum of Science, Bostonand creativity come from the unique perspectives of a diverse staff. We value your perspective.Who We AreAs science and technology increasingly shape our lives, the Museum of Science strives to equip and inspire everyone to use science for the global good while keeping up with the pace of change. Among the world's largest science centers and New England's most attended cultural institution, we engage nearly five million people a year - at Science Park and in museums around the world, in classrooms, and online.The Museum's singular location connecting Boston and Cambridge puts us at the junction of some of the world's most influential academic institutions and industries, local and state government, schools, and the public. Trusted by each sector, we are ideally positioned to convene, inspire, and create meaningful experiences for all. Come join us on our mission to inspire a lifelong love of science in everyone and living our vision for a world where science belongs to each of us for the good of all of us.What You'll AccomplishPerform new manager Business Services training and coordinate Finance system access requests to ensure successful onboarding. Also, administer institutional corporate accounts, including but not limited to Amazon, Corporate Credit Cards, Stampli and WB Mason, and make sure staff have appropriate access to those resources.Review business operations common to multiple departments to improve processes and efficiency and support communications on Business Operations needs across the Museum.Maintain business licenses and permits to ensure the Museum complies with state and local laws.Process and review purchase order requests including financial information, authority levels and the appropriateness of the purchase (office equipment and furniture) to ensure accurate, timely and financially sound purchases. Follow-up on outstanding purchase orders to ensure that we have proper documentation and help facilitate purchases and payments. Analyze PO log to identify trends and opportunities for future efficiencies.Familiarize yourself with the organization's procurement policies, legal standards, and key clauses such as warranties, indemnities, termination, liability, and dispute resolution by working closely with the legal team. Use pre-approved templates with vetted terms to ensure consistency, minimizing and reviewing any deviations. Refer complex or non-standard terms to the legal team and maintain clear communication for guidance and clarification. Maintain the Museum contract log, network contract repository and physical contract files to ensure all contracts are available for review as needed.Manage the supply chain, including sourcing and price negotiation, to promote timely and cost-effective response to the Museum needs and a smooth delivery system for products and services. In management of sourcing, support and advise on the use of SOMWBA vendors to ensure that small, minority-owned, and women's businesses are adequately represented in its pool of qualified vendors.Coordinate with the Museum's insurance company on processing claims, maintaining certificates of Insurance, performing driving record checks, etc. in order to limit our exposure and facilitate reimbursements.Serve as primary backup to ShipperReceiver to ensure proper coverage at all times and perform other work-related duties as required by Manager.What We're Looking For (Competencies)Project Management: This role will require you to manage new projects that will help move the Museum forward while ensuring completion of a mixture of daily, monthly, quarterly and annual deliverables.Growth Mindset: This role will require you to be curious about ways to improve our current systems and procedures. We are looking for someone who enjoys the process of getting better at what you do and seeking feedback that improves your ability to learn you're your and coworkers' experiences.Attention to detail: This role will require you to manage a lot of data required to accurately maintain compliance and improve processes. We are looking for someone who does not let important details slip through the cracks and lives up to commitments required to support all departments in the Museum.How We Work-Our ValuesEveryone: We are everyone's museum. We pursue equity and celebrate every person for who they are. We foster an inclusive environment in which we value and respect diversity.Service: We serve our colleagues and community. We hold ourselves accountable to be a trustworthy public resource, and to support a sustainable, just and evidence-based future.Learning: We love learning. We are curious about the world and want to share our joy and wonder with others. We value open minds and recognize that everyone has more to explore, discover and create.Connection: We find strength in connections. We collaborate across communities, organizations and disciplines to make science relevant and accessible to all.Boldness: We dream big. We boldly push ourselves forward, pursuing new ideas and challenges. We experiment and learn from our failures as we seek to inspire purpose, spark imagination and encourage hope.Salary Range$52,000-$60,000 USDThe Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

Created: 2025-02-21