Administrative Assistant - Museum of Art and Development

Munson Willliams Proctor Art Institute•City of Utica, NY

About The Position

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.

Requirements

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

Responsibilities

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
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
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
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.