Temporary Administrative Assistant, Curatorial

Museum of Fine Arts, Houston

This three (3) month temporary assignment (with possible three {3} month extension) will provide access to select benefits.

Summary:

If you are an experienced Administrative Assistant looking for a position in an exciting and creative environment, you have found that role with the Museum of Fine Arts, Houston. We have a need for an experienced, self-motivated Administrative Assistant in one of the more interesting areas of the organization; our Curatorial Department.

This is a temporary position (six month assignment to start); however there is a possibility for this assignment to transition extend or possibly become a full time position with the MFAH.

If you have the background we are looking for and you are interested in this opportunity, we want to talk with you!

As an Administrative Assistant, you will work with our curatorial colleagues by being responsible, punctual and motivated to work in a highly collaborative fashion with a “can do” spirit and approach to each work day. You must be highly detail-oriented and organized with excellent analytic and problem-solving abilities. It is also important that you display excellent verbal and written communication and interpersonal skills.

Responsibilities
  • Provide administrative support to the curatorial department for activities relating to the collection, exhibitions, and general office administration (including filing, archiving, drafting/editing documents & correspondence, submitting interdepartmental request forms, mailings, supply orders, and reception/fielding queries)

  • Meeting arrangements (departmental & subcommittee): handle all logistics and preparation for set-up including room reservations, audio-visual needs, catering, meeting notices, RSVPs, preparing and compiling agenda/meeting packets, and minute composition & distribution.

  • Travel arrangements (for multiple curators and non-staff visitors)

  • Process purchase orders, travel requests, and expense reports via AX accounting system (for multiple curators and vendors)

  • Acquisitions: under the direction of the curatorial administrator, work with curators to generate, compile, edit, copy, and route gift/purchase paperwork for necessary meetings, approvals, and processing.

  • Assist curators with the organization of events related to exhibitions, symposia, fundraising, patron groups, etc. (as needed, and in conjunction with hosting department)

  • Submit artwork requests related to movement, photography, framing, conservation, etc. (as needed)

  • Maintain internal curatorial staff distribution lists and assist with maintenance of curatorial SharePoint site and other reference resources.

  • Special projects as assigned by curatorial administrator

Requirements
  • Must demonstrate extreme attention to detail and exceptional proofreading abilities

  • Ability to problem solve, multi-task, and meet deadlines

  • Proficiency with Microsoft Office suite required

  • Knowledge of the The Museum System and SharePoint preferred

  • Self starter + self motivated

Education and Experience:

  • Previous clerical experience required, 3+ years in a fast paced office environment

  • Associate’s or Bachelor’s degree in related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.

Our Ideal Candidate Profile includes –

  • Previous experience with a museum in similar role!

  • You build and maintain effective and trusting working relationships

  • You demonstrate professional manner and ability to influence in dealings with others

  • You have a strong process and system orientation

  • You promote group effectiveness

  • You are discrete when working with highly confidential matters and material

  • You excel at planning, organizing and time management

  • You enjoy internal and external networking, at all levels in the organization

  • You initiative solutions and excel at problem solving

  • You have the ability to work under pressure (at times with a smile) and meet timelines, with limited direction

  • You anticipate barriers and provide alternative solutions

  • You use your sound judgment at all times and exhibit a high sense of accountability

Working Conditions and Physical Demands

  • The majority of work is performed in a properly spaced, normal office environment not subject to extremes of noise, temperature, odor, etc. Regular attendance on campus required with the possibility of intermittent telework options.

  • Ability to operate computer, printer, photocopier, fax machine, laminating machine, and other office equipment. Work involves extended sitting and computer use. Evening and weekend work required including at events. Some local, regional, national, and international travel may be required.

Work and Culture at the MFAH - Benefits Offered

  • Medical Insurance

  • Paid holidays

  • MFAH Retirement Savings Plan (supplemental only)

  • Direct deposit of paychecks

  • Museum membership and discounts

  • Free Parking!

The MFAH has extensive COVID mitigation protocols in place to provide for a safe working environment, including:

  • Masks required at all times;

  • Plexiglas partitions for staff members who do not work in offices;

  • Temperature checks at entrances;

  • Onsite COVID testing for staff who work in close contact with colleagues or visitors;

  • Sanitizing stations;

How to Apply

Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and to our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: HR@mfah.org

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Posted on March 25