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The Administrative Assistant for Learning & Interpretation assists in the operations and activities related to the administration of the Division of Learning & Interpretation. He/she oversees the daily operations of the Division of Learning & Interpretation including scheduling, phone communication, mailings, finances, photocopying, and all other aspects of administering an active Division of Learning & Interpretation within a progressive art museum. The Administrative Assistant also contributes to business planning, budget management, and audience development and satisfaction. This position will require some work on weeknights, weekends and public holidays. It also involves some strenuous physical activity.
Organizing and completing assignments for the Division of Learning & Interpretation according to defined needs and timed deadlines, such as, but not limited to, assistance with mailings, phone correspondence, photocopying, or audience research.
Developing and planning the Division of Learning & Interpretation’s database of program statistics, providing monthly reports that are shared with the Division of Learning & Interpretation and other Art Museum Divisions, including analysis of data.
Managing the Division of Learning & Interpretation’s office supplies, being aware of inventory and placing requests for orders for supplies as necessary.
Making daily trips to the Art Museum’s mailroom and business office to deliver, pick-up, and distribute materials for the Division of Learning & Interpretation.
Overseeing the Learning & Interpretation’s administration budget, reviewing accounts, submitting monthly reports, creating purchase orders, and recommending allocations during the budget development process.
Working closely with Visitor Services to manage the ticketing process and attendance for Learning & Interpretation events and other public programs.
Working with the Director of Learning & Interpretation and the Associate Directors (Interpretive Programming, School-based Learning, Community Engagement, Docent Learning) to manage and facilitate programs, events, and meetings for the Learning & Interpretation Division.
Requirements
Ideal candidate will have a bachelor’s degree and at least 2 to 3 years of experience in office management, customer service, and general business administration.
A good working knowledge of computer programs, excellent oral and written communication skills, and the ability to work well with other people are essential.
Previous museum experience is an advantage, but not required.
Candidate must possess excellent organizational skills, ability to communicate (written and verbal) with a wide range of people, and a demonstrated ability to collaborate with professionals and volunteers within the Art Museum.