Assistant To The Director

Position Title: Assistant to the Director

Department: 2080|Art Museum

Responsibilities:

The Assistant to the Director provides administrative support, office management, and handles university and foundation relations. The Assistant's excellent organizational, record-keeping, and communication skills enhance the efficient and effective day-to-day "back-of-house" operations of the museum. Responsible for office reception, database management, and executing policies and procedures related to human resources, payroll, and accounting, the Assistant serves as the Director's liaison to the university, foundation, employees, vendors, and contractors. The position reports to the Director and works closely with the Associate Director of Administration.

Duties & Responsibilities

• • With the Associate Director of Administration, implements revenue and expense tracking for the museum assuring compliance with university policies and procedures on purchasing, travel and employment
• • Maintains the master calendar for the museum tracking schedules and deadlines related to exhibitions, events, event rentals, tours, university and community events as well as staff vacations
• • With the Associate Director of Administration, is responsible for deposits and tracking of memberships, donations and other revenue following generally accepted accounting principles (GAP) and in compliance with foundation and university policies and procedures
• • Maintains inventory and ordering of office supplies
• • Maintains office files to assure that record keeping is up-to-date and well-organized
• • Prepares materials for staff, board, and committee meetings. Attends meetings as needed, prepares and distributes minutes in consultation with the Director
• • With the Director, is a liason between the museum and membership
• • Maintains membership database. Prepares membership renewal letters. Manages correspondence for member and donor acknowledgment. Provides support for direct mail campaigns.
• • On a limited basis, will provide logistical support for seasonal receptions and signature museum events.
• • Perform other duties as may be required from time to time

The Hilliard Art Museum (HAM) is located at the edge of the University of Louisiana (UL) campus in Lafayette, Louisiana. The museum is comprised of two buildings, the original 1967 A. Hays Town plantation-style house and the newer state-of-the-art Hilliard Museum with four exhibition galleries and a gift shop featuring crafts by local artists. The museum's collection features more than 2,000 objects including European and American painting, Japanese prints, folk art and a collection of Egyptian art. The museum works collaboratively with the university's nine colleges - including the College of Arts - as well as with local, national and international partners to present exhibitions and programs on the art of our time. With a student population of more than 19,000 and the culturally-rich community of Acadiana around us, we celebrate the creative spirit that infuses every aspect of life here from food and drink to music, art, and dance.

Qualifications:

Required Qualifications:

• -Bachelor's degree
• -OR 4 years of administrative experience will substitute for the degree requirement

Preferred Qualifications:

• • Excellent organizational skills and ability to multi-task.
• • Great attention to detail
• • Strong skills in letter writing, record keeping and book-keeping
• • Ability to work well with diverse stakeholder groups including museum staff, students, board members, university staff and faculty, foundation staff and community members
• • Proficiency with Microsoft Office and CRM databases.
• • Knowledge of accounting and prior experience working in museums or higher education a plus.

To Apply:

Attach a cover letter, resume and three professional references

Job Ad# (req2610)