Administrative Assistant - Museum of Art and Development

The Administrative Assistant will provide administrative and research support of a responsible and confidential nature to the Museum of Art and Development divisions of Munson.

Our Culture: 

Munson is committed to community engagement and belonging. We encourage applications from all qualified candidates, regardless of background, and welcome the unique perspectives and experiences they bring. If your skills and qualifications align with this opportunity, we invite you to apply to join our team. This position will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the organization. 

Essential Job Functions:

General office responsibilities for both divisions:

• Oversee efficient office operations for the Museum of Art Director and Chief Curator and the Director of Development and Donor Relations

• Maintain calendars and schedule meetings

• Perform keyboarding/typing and data entry using word processing, spreadsheet, and database software on both Microsoft Office and Google Suite platforms

• Maintain files per division and archival policies

• Prepare routine internal documents

• Take minutes at meetings as needed

• Oversee correspondence, emails, and reports, including loan letters, thank you letters, and media packets

• Receive and process incoming calls

• Make meeting and event arrangements, working with in-house facilities personnel and outside caterers

• Create and process mailing lists and invitations for special events and track attendee reservations and replies

• Make travel arrangements for division directors and Munson guests

• Provide excellent customer service, receiving and referring guests, and responding to direct telephone and office inquiries

• Route incoming and outgoing mail

• Complete annual professional surveys

• Maintain supplies and inventory, arrange office repairs as needed, and submit physical plant requests

• Assemble, reconcile, and record all earned and contributed income and forward to Finance with a summary report

• Perform Accounts Payable and Accounts Receivable functions, including deposits, payment requests, travel reports, etc. in accordance with Finance Division policies and procedures

Museum of Art responsibilities:

• Collect, organize, and prepare exhibition visitor surveys

• Collect, organize, and prepare reports on Museum attendance

• Process loan requests and organize information for submission to President’s office for Board agenda

• Process, handle, and maintain confidential information, records, and materials

• Coordinate MOA division meetings – schedule, prepare agenda, and prepare materials for distribution to participants for MoA Advisory Committee, Exhibition Planning, MoA Staff Meeting, AACP, and other meetings as necessary

• Coordinate MOA grant applications, materials, and deadlines

• Prepare PowerPoint presentations as needed
  
  

Development and Donor Relations responsibilities:

• Maintain donor and membership database records, including processing new and renewed memberships and contributions for both restricted and unrestricted purposes

• Prepare membership cards and gift acknowledgment letters

• Prepare and oversee membership-related mailings

• Prepare other communications, including stewardship letters and holiday cards

• Provide monthly membership and contribution reports and maintain historic records

• Prepare and send mass emails to members for special membership events

• Undertake occasional research projects involving donor, corporate, and foundations prospects

Other responsibilities:

• Serve as backup for Munson mail service

• Participate in occasional Munson interdivisional teams

• Provide break rotation for Visitor Services Reception desk

• Serve on inter-departmental committees as required and complete other duties as assigned.

Knowledge, Skills and Abilities: 

• Bachelor’s degree strongly preferred, with a minimum 2-3 years related experience

• Excellent communication skills as well as polished and professional interpersonal skills to interact with Munson staff and faculty, members, students, donors, vendors, and the general public

• Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction

• Aptitude with computing systems, including MS Word, Excel, PowerPoint, and database systems as well as Google Suite

• Critical thinking, consensus building, and problem-solving skills

• Ability to read and understand budget reports and accurately prepare fiscal documents and forms

• Evening and weekend work will be required on occasion

• Ability to handle and maintain confidential information, records, and materials

The final candidate will be required to complete a post-offer, pre-employment background check. 

Munson is an equal opportunity employer