Working under the supervision of the Director of Collections Management, the Department Assistant will perform a variety of administrative services. This role will interact with a diverse group of important external callers, visitors, as well as internal contacts at all levels of the organization. This position requires independent judgment to plan, prioritize and organize a diverse workload. The Department Assistant will be required to take direction and complete work independently to support the department’s goals and objectives. This role will support the Director of Collections Management and the department staff through a variety of tasks related to organization and communication. This person will be responsible for confidential information and time sensitive material. The successful candidate must be familiar with museum registrarial practices and procedures.
Specific duties and responsibilities include:
Answer and route phone calls
Organize and schedule meetings and appointments
Produce and distribute departmental communications
Produce and/or assist in the production of reports
Prepare and process invoices
Coordinate and complete special collection projects
Maintain supply inventory
Maintain computer and filing systems
Create, organize, and maintain checklists including sensitive and/or confidential information
Create and compile spreadsheets and assist with budget and/or data management
Assist with collection inventory as necessary
Maintain office records and coordinate office procedures
Prepare correspondence that may be of confidential nature, as directed
High school diploma or general education degree (GED); one to two years related experience and/or training; or equivalent combination of education and experience.
Employee should possess excellent organizational, research, computer, interpersonal, and communication skills, as well as the ability to prioritize work projects and work well under pressure to meet deadlines. Previous experience with Microsoft Office Suite including Word, Excel, Power Point, Access and Outlook required. As well as experience with registrarial practices and procedures.
Please include in your application materials a cover letter, CV, and 3 professional references.