Administrative Specialist I

We are seeking a visitor service oriented, highly organized, and proactive Administrative Specialist to serve as the public facing representative of the museum, including greeting and welcoming visitors, providing information, directions, and assistance, tracking visitor attendance and demographics, and maintaining the security of the galleries and buildings to ensure the artwork is protected and visitors follow museum rules. They will serve as museum contact and coordinate special events.

They will handle a wide variety of professional and administrative duties that facilitate the day-to-day operation of the department and museum, including maintaining museum's internal calendar and general inquiry email account, communicating with students, faculty, staff, and general public. Additionally, they will provide administrative support for Executive Director, including maintaining calendar, travel, and taking meeting minutes as needed.

The Administrative Specialist also processes, monitors and tracks expense-related activity and provides senior leadership with timely and accurate financial reporting on up-to-date fiscal year expense activity. Pays invoices, honorariums and stipends as needed for museum activities as well as process travel reimbursements.

Qualifications

• Associate or Bachelor's degree preferred and 2-3 years plus experience in a related, fast-paced administrative setting, or an equivalent combination of education and experience.

• Assumed high proficiency in general office tasks including but not limited to calendaring, organizing meetings, office equipment management, drafting correspondence and office and conversational etiquette.

Job Specific Qualifications

• Interest in Art and Culture. General knowledge and awareness of museums and galleries.

• Exceptional interpersonal and communication skills and a customer-service-oriented mindset.

• Ability to work independently with sound judgment and discretion.

• Experience with event planning and coordination.

• Proficiency in travel arrangements and reimbursement processes.

• Strong computer skills and familiarity with office software, specifically Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.

• Flexibility and adaptability to handle multiple assignments and interruptions. Ability to work under pressure, focus and prioritize when dealing with several issues at one time, and support and take direction from multiple individuals.

• Ability to maintain a high level of confidentiality with sensitive information.

• Knowledge of PeopleSoft, DataInsights, or related ERP system is preferred but not required.

• Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.

• Requires event attendance that may include non-business hours, nights, weekends, and/or holiday periods.

Responsibilities

• Serve as public facing representative of the museum, including overseeing visitor policies and procedures in coordination with museum staff. Greets and welcomes visitors, provides information, directions and assistance, tracks visitor attendance and demographics, maintains the security of the galleries and buildings, ensures the artwork is protected and visitors follow museum rules. Hire, train, and supervise Visitor Services Assistants (student work study staff).

• Handle a wide variety of professional and administrative duties that facilitate the day-to-day operation of the department and museum. Maintain museum's internal calendar and general inquiry email account, communicating with students, faculty, staff, and general public.

• Process, monitor and track expense-related activity and provide senior leadership with timely and accurate financial reporting on up-to-date fiscal year expense activity. Assist staff with budget issues. Pay invoices, honorariums and stipends as needed for museum activities as well as process travel reimbursements. Serve as department liaison with payroll records/process confidential information.

• Provide administrative support for Executive Director, including maintaining calendar, travel, and taking meeting minutes as needed. Provides administrative support for the advisory board as needed.

• Serve as museum contact and coordinate special events. Expected to work special events as needed, including nights and weekends.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.