Salary Range: $18.00 To $23.00 Hourly

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

Munson

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Administrative Assistant - Museum of Art and Development