FLSA Classification

Exempt

Salary Range/Grade

Salary Range: $30-35,000

Grade: To be determined.

Reports to

Director

Job Description

Summary/objective

The Southern University at New Orleans Museum of Art (SUNOMA) is the cultural extension of Southern University at New Orleans. SUNOMA was developed as a cultural, research, and teaching resource space that identifies, collects, preserves, and disseminates information about African heritage and the African American experience. SUNOMA provides opportunities to experience dynamic exhibitions, programs, lectures, and more. We also have opportunities for fellowships, internships, and volunteers. SUNOMA seeks to establish relationships with interdepartmental, regional, national, and international communities to provide access and opportunities to art.

The Office Manager provides comprehensive, pro-active administration and tactical support to the Director of Museum. Initiative, discernment, strong customer services skills, and a high level of professionalism and confidentiality are essential in this position. The Office Manager is responsible for facilitating the daily administrative activities of the office, using initiative and creativity to develop and improve processes and services. The Office Manager is responsible for the organization and coordination of office operations by maintaining office systems (work flow, delegation of responsibility and tasks), developing and implementing procedures, and deploying resources to facilitate organizational effectiveness and efficiency.

*This position is funded 100% by the Title III-B, Strengthening Historically Black Colleges and Universities (HBCUs) federal grant. As such, the Office Manager assists the Director with implementing the objectives established in the Title III Program for this federally-funded activity.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Answers and directs calls, takes messages, and makes phone calls on behalf of SUNOMA. Monitors the SUNOMA@suno.edu email address.
• Uses office equipment to check emails, make copies, and maintain computer databases. Serves as the point person for mailing, shipping, supplies, equipment, bills, and errands
• Types forms, correspondence, memos, press releases, social media posts and other materials.
• Sorts, files, and maintains filing systems for efficient recordkeeping and easy retrieval. Processes SUNOMA mail and other important documents.
• Maintains inventory on office supplies and reordering supplies as needed. Prepares requisitions for museum-related purchases. Inputs all incoming purchase orders, and requisitions into financial software.
• Completing assignments and projects according to instructions from the Museum Director.
• Scheduling group tours and special events by coordinating with the Museum Director and Communications office. Assists in preparing for events and programs, including obtaining permits or licenses for events and programs.
• Maintains the organization and appearance of the administrative office and museum welcome center.
• Tracks visitation and other special reports; and summarizing information
• Assists with scheduling student workers, docents, and volunteers and collecting and tabulating timesheets once monthly for payroll processing
• Manages contracts with vendors and keeping an updated contact list.
• Maintains the master internal and public calendars.
• Work with GLAM (galleries, libraries, archives, and museums) department members (Leonard S. Washington Memorial Library, Center for African and African American Studies, Master of Art in Museum Studies Program)
• Participate actively in staff-related matters
• All other duties as assigned.

Grade level responsibilities

· Responds to requests for information; may require interpretation of department rules and regulations.

· Represents the Director in various matters and providing input.

· Serves as liaison between Director and faculty/staff members.

· Assesses importance of issues or conflicts, and briefs supervisor.

· Prepares materials needed for meetings, such as agendas, handouts, binders, etc.

· May attend meetings and transcribe minutes.

· May type contracts, secure appropriate signatures, and track contracts through the approval process.

· Monitors expenditures and ensures adherence to budgetary commitments in accordance with established policies.

Competencies

· Demonstrate excellent people, oral communication and customer service skills.

· Have the aptitude to interact with individuals in a professional, diplomatic and courteous manner even when dealing with callers and/or visitors who may be difficult or upset.

· Be effective working as part of a high functioning team in a fast-paced environment.

· Have the proven ability to handle multiple competing priorities and to adapt to changing priorities, situations and demands.

· Have the proven ability to work with confidential and sensitive information and material in a proactive and discreet manner.

· Utilize independent judgment, problem solving and decision making in order to respond to constituents and represent the office in an effective and appropriate manner.

· Demonstrate advanced skills for Microsoft Office Suite (Word, Excel, PowerPoint), Teams, and Outlook.

Required education and experience

• High school diploma required.Four years of related experience, preferably for an executive, or an equivalent combination of education and experience.
• Three years of managerial experience required.

Preferred education and experience

· Associates or Bachelor’s degree in office management, secretarial sciences, business, or related field, is preferred.

• Five to seven years supporting an executive-level position is preferred.

Southern University of New Orleans (SUNO) is an Equal Opportunity Employer.

Non-Discrimination Statement

In compliance with Title IX of the Education Amendments of 1972, Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws, Southern University at New Orleans (SUNO) forbids discriminating or harassing conduct that is based on an individual's race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability, sexual orientation, gender identity, gender expression, genetic information, veteran or military status, membership in Uniformed Services, and all other categories protected by applicable state and federal laws.

This commitment applies but is not limited to decisions made with respect to hiring and promotion, the administration of educational programs and policies, scholarship and loan programs, and athletic or other College-administered programs. Discriminatory acts of any kind are strictly forbidden.

American with Disabilities Act (ADA) Statement

Southern University of New Orleans (SUNO) complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources.

An Equal Opportunity Employer

State as a Model Employer - SAME

Job Type: Full-time

Pay: $30,000.00 - $35,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• New Orleans, LA 70126: Relocate before starting work (Required)

Work Location: In person