Full-Time (Currently accepting resumes)

Assists the Director with all aspects of the Museum business. Must maintain a great degree of confidentiality.

MINIMUM QUALIFICATIONS

• Bachelor’s degree
• At least 5 years related administrative experience, non-profit/museum setting preferred
• Supervisory experience

KNOWLEDGE AND SKILLS

• Demonstrated interest in or knowledge of arts and culture
• Ability to multi-task
• Strong knowledge of Microsoft Office programs
• Experience assisting with event planning
• Strong interpersonal, planning, and organizational skills
• Ability to work independently and collaboratively with others to achieve overall goals and objectives
• Experience working with budgets, necessary

ESSENTIAL RESPONSIBILITIES

Responsible for drafting annual fund solicitation fund letters; Maintenance of records for capital campaigns; Completion of check-log for memberships, donation box, and other donations; Prepares charitable contribution certificates and thank you letters for all donations (Annual Fund, Capital Campaign, Auction, General donations, Collector’s Circle)

• Serves as liaison to the Friends board by attending meetings, answering questions, assisting committees as needed with special events, and assisting with proof-reading all communications. Keeps Director informed of all Friends programs and events
• Attends Trustee and committee meetings as requested; Responsible for meeting-related reminders to trustees
• Responsible for set up/clean up of room for meetings, including food set-up as needed
• Attends all related meetings and works with annual Auction committee on all aspects of an event, including intake and logging of donated items, ordering of needed materials, coordination of transportation/parking, vendor contracts, submission of required city forms and submission of forms required by the IRS
• Responsible for initial volunteer orientation; Maintains log of hours worked by volunteers and historic list of awards given to volunteers; Plans and coordinates Volunteer Luncheon;
• Works with Education Coordinator to develop training and enrichment programs; Responsible for creating Gallery Hostname signs; Arranges docent-led group tours as requested
• Maintains current and historic Collector’s Circle membership list; Maintains historic document of places visited by the group; Responsible for sending out notices of the groups events;
• Assists the committee as needed
• Works with Fiscal Officer to check the documentation for reports and assists with preparation for and working on the annual audit; Assists Fiscal Officer with development of annual budget;
• Responsible for all Matching Gift requests; Executes stock transfers
• Coordinates staff meetings; Notifies staff of events, work changes, etc.; Answers questions raised by staff

ADDITIONAL RESPONSIBILITIES

• Creation and distribution of museum calendar
• Notification of staff when the museum is closed for emergency situations or inclement weather
• Works with caterers on special events
• Phone and email responses to questions about the museum and/or exhibits
• Donation data entry in Versai
• Photocopying as necessary
• Other duties as assigned by Director

PHYSICAL REQUIREMENTS

• Ability to lift, carry and otherwise move up to 20 pounds on a regular basis
• Ability to sit, stand, bend, kneel, reach, push, pull, or walk for various lengths of time throughout the day
• Ability to utilize computer equipment to complete daily work responsibilities
• Ability to operate fax/copy machines, telephone, calculator and general office equipment

Job Description

Coming Soon