Special Administrative Support

Description

Greensboro History Museum | Libraries Department

Every artifact tells a story—and every great museum depends on dedicated professionals behind the scenes to make those stories accessible to the community. As an Administrative Support Specialist with the Greensboro History Museum, you'll play an essential role in supporting museum operations, strengthening donor and membership relationships, and ensuring the daily administrative functions that help the museum thrive.

If you're highly organized, enjoy working with people, and take pride in keeping operations running smoothly, this is an opportunity to make a meaningful impact while contributing to one of Greensboro's treasured cultural institutions.

• Hiring Salary Range: $43,755 – $57,573 annually
• FLSA Status: Non-Exempt
• Job Type: Regular Full-Time

The City of Greensboro offers a comprehensive benefits package designed to support your health, financial well-being, and work-life balance. Eligible employees enjoy medical, dental, vision, retirement benefits, paid leave, professional development opportunities, and more.

See the City of Greensboro Benefits Book for complete details.

• Monday – Friday 8:00 AM – 5:00 PM

• Support one of Greensboro's premier cultural and educational destinations.
• Build relationships with museum members, donors, volunteers, and community partners.
• Help preserve Greensboro's rich history while supporting future generations.
• Enjoy a collaborative, mission-driven work environment.
• Contribute to the City's vision of providing exceptional quality of life through education, arts, and community engagement.
• Play a key role in supporting museum programs, events, and administrative operations that connect residents and visitors to Greensboro's unique story.

The Administrative Support Specialist provides comprehensive administrative support to the Greensboro History Museum's Administration Office and serves as a central resource for museum staff, leadership, board members, donors, and visitors.

This position manages membership and donor records, supports financial and administrative processes, coordinates facility reservations, assists with board operations, and helps ensure efficient day-to-day museum operations.

Key responsibilities include:

• Manage the museum's membership and donor database.
• Process membership renewals, honorarium, and memorial program communications.
• Generate reports and maintain accurate membership and donor records.
• Provide administrative support to the Museum Director and Board.
• Prepare and distribute monthly financial reports and supporting documentation.
• Coordinate facility rentals, reservations, scheduling, and logistics.
• Process check requests and assist with financial recordkeeping.
• Work closely with the museum bookkeeper regarding deposits and nonprofit financial activities.
• Generate Lawson financial reports.
• Collect, count, document, and prepare museum donations for deposit.
• Coordinate board meeting room reservations and logistics.
• Order office supplies and maintain administrative resources.
• Answer museum phone lines and direct inquiries appropriately.
• Distribute incoming mail and assist with daily office operations.
• Maintain the museum master calendar.
• Support staff with clerical and special project assignments.
• Oversee internal administrative processes, including staff credit card checkout procedures.
• Attend weekly staff meetings and assist with ongoing operational coordination.

This position reflects the City's commitment to being people-centered, purpose-driven, and innovative, ensuring museum operations support meaningful community engagement and exceptional customer service.

Qualifications

Minimum Qualifications

Qualified candidates must possess

• High School Diploma or GED.
• One (1) to three (3) years of related administrative experience.
• Proficiency with Microsoft Office, including Word and Excel.
• Experience working with database management software.
• Strong organizational, customer service, communication, and multitasking skills.

• Two (2) years of experience managing membership databases.
• Three (3) years of experience in an accounting or bookkeeping environment.
• One (1) year of experience coordinating facility reservations, scheduling, or event logistics.
• Experience supporting nonprofit organizations, museums, or cultural institutions.
• Experience working with financial reporting or donor management systems.