1 Assistant to the Director - Spencer Museum of Art Job in Lawrence, KS
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Assistant to the Director - Spencer Museum of Art
$51k-65k (estimate)
Full Time
10 Months Ago
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University of Kansas is Hiring an Assistant to the Director - Spencer Museum of Art Near Lawrence, KS
Position Overview
The Spencer Museum of Art explores the capacity of art to spark curiosity, inspire creativity, and create connections among people. The Museum, located on the University of Kansas campus in Lawrence, houses an internationally known collection that is deep and diverse, currently numbering approximately 48,000 artworks in all media.
The Assistant to the Director is responsible for managing the day-to-day operations of the Director’s office. Primary duties include coordinating the Director’s schedule and travel and assisting with special projects. The Assistant to the Director may also prepare collection- and program-related materials and facilitate data analysis and preparation for meetings and presentations. Additionally, this position serves as one of the primary staff members on-site one weekend day each week, providing front-line support at the Welcome Desk for all visitor experience activities. Strong customer service, communication and writing skills, confidentiality, adaptability, and flexibility are imperative.
In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.
The Assistant to the Director is responsible for managing the day-to-day operations of the Director’s office. Primary duties include coordinating the Director’s schedule and travel and assisting with special projects. The Assistant to the Director may also prepare collection- and program-related materials and facilitate data analysis and preparation for meetings and presentations. Additionally, this position serves as one of the primary staff members on-site one weekend day each week, providing front-line support at the Welcome Desk for all visitor experience activities. Strong customer service, communication and writing skills, confidentiality, adaptability, and flexibility are imperative.
In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors. KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.
Job Description
Administration (50%)
- Manage Director’s office and otherwise relieve the Director of administrative, clerical, scheduling, and business details by overseeing day-to-day operations; update Executive Associate on project statuses and other relevant information.
- Arrange meetings, prepare agendas, attend and document meetings, and provide follow-up support, as assigned by the Director or Executive Associate.
- Arrange and process all travel for the Director, including working with the Museum’s Operations department and Campus Administration & Operations Shared Service Center (CAO-SSC) to complete travel authorizations and financial transactions using a University credit card.
- Research and summarize disparate materials into succinct and accurate reports and documents, and assist with editing documents for the Director and the institution at large.
- Draft letters, memos, reports, and other correspondence for the Director, synthesizing museum-wide information of exhibitions, events, and programming.
- Develop proficiency with all Museum databases and software programs for the purpose of gathering, synthesizing, and organizing information.
- Monitor relevant news and information sources to gather noteworthy happenings in the community, university, and art/museum fields to share the Director; draft relevant correspondence as directed.
- Assist administrative staff with general office duties including answering main telephone line and distributing mail.
- Provide strong technological support for the Director, including Microsoft Outlook and Microsoft Office Suite to create materials for lectures, talks, and presentations.
- Manage onsite operations at the Museum’s Welcome Desk during Saturday public hours, and other weekday/weekend hours as needed, including but not limited to welcoming and orientating guests, overseeing shop sales, and capturing visitor feedback.
- Support weekday and weekend events and public programs as needed and available, including managing logistics, assisting with set up and striking equipment, and help managing vendors.
- Work with the Advancement and Planning Department as needed in coordinating advancement-related tasks.
- Assist in maintaining donor files and database relative to the activities of the Director; track correspondence, information, and meetings related to donors, donor prospects, and foundations electronically using appropriate Museum database and filing systems.
- Provide planned and impromptu tours of the collection and facility to visitors and guests of the Director.
- In collaboration with the Advancement and Planning Department, help organize and staff receptions and events (catering, invitations, and other logistics) for donors, prospects, and both advisory boards. Set up and strike equipment and track attendance.
- Conduct and organize research on the museum collection, art museum trends—including diversity, equity, access, and inclusion—and other content-specific areas, as needed.
- Produce visual aids that summarize and present content and data.
- Work collaboratively with interdepartmental museum teams on projects related to museum administration and special initiatives.
- Assist the Director with course-related administrative tasks, in the event of the Director teaching a course.
- Participate in museum- and campus-wide initiatives and trainings, including those related to diversity, equity, accessibility, inclusion, and belonging.
- Attend all staff meetings.
- Assist and participate in other initiatives as they arise and in concert with supervisor.
Position Requirements
- This position requires working on-site full-time and availability to work Saturdays 11:45am – 5:15pm.
- Available occasional evening and additional weekend hours with advance notice.
Required Qualifications
- High school diploma or GED equivalency and four years of office experience or four years of post-secondary education. At least one year of experience working in an administrative position.
- Excellent writing and editing skills, as evidenced by application materials.
- Experience creating reports and written documents; utilizing a variety of information and presenting finished products with great accuracy as evidenced by application materials.
- Experience with Microsoft Office Suite (Outlook, Excel, Word, Power Point, etc...), Adobe Acrobat Pro, and general digital literacy for troubleshooting technical problems.
- Experience requiring organizational skills and attention to detail as evidenced by work history and application materials.
Preferred Qualifications
- Bachelor’s degree in any field.
- Experience presenting qualitative and quantitative information in a visual format.
- Experience arranging domestic and international travel.
- Experience working with databases.
- Experience that required use of digital and library research skills.
- Experience with an art museum.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
Application review begins Friday, July 28, 2023 and will continue until a qualified pool of candidates has been identified.
- A cover letter addressing how required and preferred qualifications are met.
- Resume or curriculum vitae.
- Contact information for three professional references.
Application review begins Friday, July 28, 2023 and will continue until a qualified pool of candidates has been identified.
Contact Information to Applicants
Kelly Banks
klbanks@ku.edu
klbanks@ku.edu
Advertised Salary Range
$42,000
Work Schedule
Tuesday-Saturday, 8:30AM-5PM.
Application Review Begins
Friday July 28, 2023
Anticipated Start Date
Tuesday September 5, 2023
Apply to Job
Posting Information
- Posting ID: 25696BR
- Department: Spencer Museum of Art
- Primary Campus: University of Kansas Lawrence Campus
- Assignment: On-Site
- Reg/Temp: Regular
- Employee Class: U-Unclassified Professional Staff
- Review Begins: 28-Jul-2023
Job Summary
JOB TYPE
Full Time
SALARY
$51k-65k (estimate)
POST DATE
07/19/2023
EXPIRATION DATE
05/12/2024
WEBSITE
allkatyhomes.com
HEADQUARTERS
Katy, TX
SIZE
<25
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