Administration / Security Positions







Director of Visitor Experience
Minneapolis Institute of Arts
Minneapolis, Minnesota, USA

TITLE: Director of Visitor Experience
DEPARTMENT: Visitor & Member Services
HOURS: Full time

POSITION SUMMARY:
The MIA seeks an experienced professional to plan, implement, direct, and manage a sales and service department, Visitor and Member Services (VMS), by utilizing online, phone, and in-lobby programs. This position is responsible for enhancing the visitor and member experience museum-wide by effectively communicating the MIA’s full range of exhibition, program and event offerings, and effectively providing sales, service and support. Duties include: plan, implement and administer all functions of the VMS department in a manner that results in the attainment of financial and service goals; direct all operational activity of the VMS department; direct and manage the Information Desk and volunteer program; represent Visitor Services on several cross-functional teams; and serve as Team Leader for Visitor Experience Team.

Requirements include: Bachelor’s degree in management, communications, human resources, non profit management, arts administration, or other related area, or equivalent experience; minimum of five years sales and/or service experience with at least three years successful managerial experience including managing customer service/public contact and/or sales positions; ability to problem solve and plan strategically; strong conflict resolution skills and ability to work with a diverse public; strong computer skills; ability to perform multiple tasks simultaneously; ability to represent the museum in a positive and professional manner; self-motivated with the ability to initiate and follow through on projects independently; ability to use discretion when dealing with confidential records; dependable and reliable; ability to work as a team player within department, division, and museum; available to work occasional nights and weekends. Working knowledge of ticketing software and online database systems required.

To apply, send a cover letter and resume.

MAIL: Attn: Human Resources
The Minneapolis Institute of Arts
2400 Third Avenue South
Minneapolis, MN 55404

FAX: (612) 870-3263

EMAIL: miajobs@artsmia.org

AN AFFIRMATIVE ACTION / EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Please reference museum-employment.com when applying for this job.
This job posted by MERC from July 16 through October 15.







Executive Assistant to the Director and Board of Trustees
The Phillips Collection
Washington, DC, USA

Job Title: Executive Assistant to the Director and Board of Trustees
Department: Office of the Director
Reports to: Director
Status: Full Time Exempt

POSITION OBJECTIVE:

The Executive Assistant provides high level administrative and programming support to the Director and Board of Trustees in carrying out the mission of the museum by managing the Office of the Director and by acting as liaison with the museum’s Board of Trustees.

ESSENTIAL FUNCTIONS:

  • Coordinating with Director and senior staff to execute various projects related to programs, events, exhibitions, and related projects as necessary.
  • Maintains a keen knowledge and awareness of the museum’s mission as well as the Director’s particular preferences and goals.
  • Working closely with curatorial and programming staff to plan and implement programs at the Center for the Study of Modern Art.
  • Maintaining daily schedule of the Director to include set up of appointments with staff, trustees, and outside visitors.
  • Greeting visitors upon arrival and escort to the Director’s Office.
  • Managing incoming phone calls, e-mail, and written correspondence. Work with the Director as needed to prepare outgoing correspondence in all forms, as well as with other staff to facilitate correspondence sent out under Director’s name, including acknowledgements, thank you letters, invitations, and exhibition proposals.
  • Reviewing/editing all correspondence prepared by all museum departments for Director’s signature.
  • Coordinating lunch meetings with Special Events Director for the Director’s office to include scheduling and logistical management.
  • Coordinating travel of Director to include making reservations, obtaining travel advances, and reconciling receipts.
  • Managing budget for Office of the Director. Oversee departmental files.
  • Facilitating pro bono legal requests on behalf of the museum.
  • Conducting and compiling historical research, using on/off-site resources, for the Director as requested.
  • Assisting in coordinating VIP tour requests with Director, curatorial and education staff.
  • Maintaining correspondence with museum’s board of trustees to include phone, e-mail, and fax.
  • Coordinating all aspects of full board and committee meetings to include scheduling, tracking of attendance, preparation and distribution of meeting materials, equipment set up, and creating/coordinating/compiling power point presentations.
  • Prepare and distribute minutes of all board meetings. Plan off site retreats as requested.
  • Working with board leadership and corporate counsel to prepare amendments and resolutions for board approval.
  • Maintaining board lists and distribute to trustees and appropriate staff.
  • Managing and distributing monthly trustee calendar to trustees and appropriate staff.
  • Facilitating interdepartmental projects as requested such as exhibition contracts, art acquisition acknowledgments, Duncan Phillips Award, Duncan Phillips Lecture, and other special events.
  • Planning committee and full board meeting agendas and presentations with the Chairman of the Board.
  • Supervising interns in the Director’s Office and delegating tasks appropriately.
  • Attending lunches, dinners, and other special events as requested by Director.
  • Assisting in coordinating outside lectures including preparation of lecture presentation and equipment set up.
  • Professional manner is essential.
  • Performs other duties as assigned

POSITION REQUIREMENTS & QUALIFICATIONS:

  • Bachelor’s degree, Master’s degree preferred; with a background in Art, Art History or Arts Administration
  • 5 to 7 years of experience as administrative assistant at the executive level.
  • Candidates with strong administrative experience will be considered in lieu of education credentials. Previous museum or cultural organizational experience a plus.
  • Ability to multitask in extremely high-paced environment and to maintain confidentiality and discretion essential.
  • Candidate should be mature, self-motivated and proactive with excellent verbal, written, interpersonal, editing, organizational, and communication skills.
  • Must be able to communicate and coordinate with a broad range of constituents (i.e. trustees, major donors, artists, scholars, curators, ambassadors, and other VIPs)
  • Proficiency in Microsoft Office essential (including Power Point). Experience with both The Raiser’s Edge and Multi-Mimsy a plus.

To Apply:  Submit a cover letter, resume and salary requirements to: Human Resources, The Phillips Collection, 1600 21st Street, NW, Washington, DC 20009

Please reference museum-employment.com when applying for this job.
This job posted by MERC from July 7 through October 6.



Associate Controller
The New York Botanical Garden
Bronx, New York, USA

Summary of Responsibilities:

The Associate Controller assists and supports the CFO in the administration, direction and coordination of assigned activities related to the Garden’s financial and general accounting operations. She/he supervises a staff and related daily activities of the Garden’s financial service operations; cash receipts, accounts receivable, cash disbursements (Accounts Payable & Payroll) and general accounting. Works closely with all areas of the Garden to streamline procedures, improve communications, and prepare appropriate policy and user department documentation. Manages all aspects cash and treasury functions, including daily cash management, monitoring and analysis of investment portfolios and performance, analysis and financial reporting related to organization’s endowment funds, and reconciliation and recording of all investment activity to general ledger. Oversees general ledger maintenance and analysis; coordinates month-end and year-end financial closings and audit. Prepares various financial analyses and reconciliations, provides information to organization’s external auditors, and assists in preparation of financial statements and management reports. Administers and oversees the Garden’s Charitable Gift Annuity program; processing of annuity payments and coordinating compliance with year-end tax reporting requirements. Serves as a back-up for the Controller. Performs other tasks and special projects as assigned.

Qualifications:

  • Bachelor’s Degree in Accounting and CPA are required, MBA preferred but not required.
  • Five years of supervisory level accounting experience within a non-profit environment or three to five years of recent public accounting experience with exposure to non-profit clients and fund accounting, or an equivalent combination.
  • Strong managerial skills, as well as excellent interpersonal, oral and written communication skills.
  • Strong systems background with experience in process redesign and quality improvement.
  • Proficiency in managing complex information systems, and excellent analytical and spreadsheet skills.

Salary will commensurate with experience. Excellent benefits including 4 weeks’ paid vacation a year, health insurance, 401K saving plan, free employee parking on premises and more!

APPLY NOW!

Qualified applicants should email letter of interest with resume to: HR@NYBG.ORG

Resumes will be accepted until position is filled

The New York Botanical Garden is an Equal Opportunity Employer

Please reference museum-employment.com when applying for this job.
This job posted by MERC from June 14 through September 15.



Executive Assistant to the David C. Copley Director
Museum of Contemporary Art San Diego
La Jolla, California, USA

Department: Director’s Office
Reports to: David C. Copley Director
Employee Status: Full-Time, Exempt
Primary Work Location: La Jolla
Requisition No.: 201016

JOB SUMMARY: Manages Director’s Office and otherwise relieves the Director of administrative, clerical and business details by overseeing day-to-day operations.  Responds independently to matters of precedent or policy.  Updates Director on status of projects and other relevant issues.  Serves as liaison to Board of Trustees, Department Heads, and Staff. 

ESSENTIAL FUNCTIONS

  • Primary telephone and personal contact with Director; answer or forward Director’s e-mail in his absence
  • Maintain Director’s calendar and schedule appointments as needed
  • Draft correspondence for Director as necessary
  • Coordinate and schedule Director’s meetings w/Trustees, staff, community members, etc.
  • Serve as liaison between Director’s Office and other departments, staff, Trustees, patrons, and arts community.
  • Primary responsibility for Director’s Office Budget, including:
  • Draft and monitor annual Director’s Office budget
  • Process and prepare Director monthly finances
  • Process and record all expenses related to Director’s office – bill coding and filing
  • Serve as authorized signatory for Director’s expenses
  • Make Director’s travel arrangements, itineraries, and trip expense reports; arrange for travel reimbursements and honorarium payments
  • Research and coordinate information for Director as needed; research and prepare graphic materials for meetings, lectures
  • Serve as primary liaison between Director’s Office and the Board of Trustees, and coordinate trustee activities including:
    • Write notes for Director for Board meetings, lectures, and public appearances
    • Write notes for Board President for Board meetings
    • Assist Board President with meeting preparations as needed
    • Coordinate Trustee Board meeting logistics and equipment arrangements / needs
    • Compile and complete minutes of meetings
    • Coordinate other Trustee committee meetings (Executive, Nominating, Master Planning, Trustee Orientation); prepare agenda and materials, attend meetings as requested and take notes
    • Coordinate Director’s gifts for Trustees, etc. as requested
    • Supervise and manage workload of Administrative Assistant.

KNOWLEDGE, SKILLS AND EXPERIENCE
Must have minimum of five years’ demonstrated administrative experience in an executive office.  Must possess excellent organizational, interpersonal, and verbal and written communication skills.  Must be highly organized, diplomatic, discreet, and an effective spokesperson for the Director.  Must have good computer proficiency.  Experience in non-profit environment and knowledge of and interest in contemporary art desirable. Undergraduate degree required, advance degree preferred.

For candidacy consideration, please submit resume and PERSONALIZED COVER LETTER including salary requirement with subject heading 201016 to clee@mcasd.org.

Please reference museum-employment.com when applying for this job.
This job posted by MERC from June 11 through September 12.



The last update to this page was 7-16-10.



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