BOAT DONATION PROGRAM ADMINISTRATIVE COORDINATOR (Part-Time) (67480)

Join the Chesapeake Bay Maritime Museum Team

The Chesapeake Bay Maritime Museum (CBMM) is a mission-driven nonprofit dedicated to preserving and sharing the history, culture, and environment of the Chesapeake Bay. Our Boat Donation Program (BDP) is a fast-paced, revenue-generating program that accepts and sells donated vessels to support this mission.

We are seeking a part-time Administrative Coordinator to provide office administration, records management, scheduling, and transaction support for the program.

About the Role

This position plays a critical role in the day-to-day operations of the Boat Donation Program. You will manage administrative processes including documentation, data entry, scheduling, and coordination across donors, buyers, staff, volunteers, and vendors.

This role involves high-volume transaction processing, detailed recordkeeping, and constant coordination, requiring strong organizational skills, attention to detail, and the ability to manage shifting priorities throughout the day.

This is a great fit for someone who:

• Enjoys staying organized and keeping multiple processes moving
• Takes pride in accuracy and attention to detail
• Communicates clearly and follows through on commitments
• Thrives in a fast-paced, hands-on environment

On any given day, you may enter a new vessel into the database, coordinate a donor pickup, prepare title and sale documents, respond to buyer inquiries, and update inventory records, all while keeping multiple transactions moving forward at once.

Key Responsibilities

Documentation & Transactions

• Process donation and sales paperwork, including titles, bills of sale, and registration documents
• Enter and maintain accurate records in internal systems (database/CRM and inventory systems)
• Ensure all files are complete, compliant, and well organized
• Maintain both physical and digital records for all vessels

Scheduling Coordination

• Assist with coordination of donor meetings, boat showings, pickups, and inspections
• Serve as a key administrative point of contact for donors, buyers, and team members

Sales & Inventory Support

• Track vessel inventory and assist with sales activity reporting
• Support overall program tracking and organization

Purchasing & Vendor Support

• Create purchase orders and coordinate with vendors and service providers
• Track purchasing documentation and maintaining accurate records

Volunteer & Event Support

• Assist with coordinating volunteers who support the program
• Support boat showings, events, and the annual boat auction
• Help with event logistics and administrative preparation

General Administrative Support

• Maintain organized systems and standardized processes
• Provide reporting and administrative support across the program
• Identify opportunities to improve workflows and documentation processes
• Perform additional duties as assigned