Public Engagement and Learning - Administrati

Job Description

Job Description

Public Engagement and Learning Administrative Assistant

Department :

40 - Public Engagement and Learning

FLSA Status : Non-Exempt

Non-Exempt

Position Type : Part-time

Part-time

Reports to :

Deputy Director for Public Engagement and Learning

Date : June 26, 2023

June 26, 2023

Primary Purpose :

The Public Engagement and Learning (PEL) Administrator supports all the operations and administrative functions of the PEL Department.

Primary duties include, but are not limited to : the organizational and logistical support of projects; management of the Department calendars;

administration of office operations and finances; and serving as the key serving as a key liaison / point of contact for all PEL activities to ensure successful implementation and achievement of the Department’s and Museum’s goals and objectives.

Essential Functions :

• Serve as key administrative liaison internally and externally. This would consist of answering telephones, handling and routing calls, scheduling in-person and virtual meetings, receiving general PEL email / web queries and responding quickly to any and all inquiries.
• Submit, track and monitor education projects and programs from start to finish using internal project management tool (Trello), CRM (Altru), and contact management systems.
• Manage stats and data related to the Department’s services and operations.
• Communicate with other Museum departments to ensure coordination, collaboration, execution and promotion of all programming.
• Provide basic tech support for the PEL team in the use of technology to effectively manage workflow, meet deadlines, and continually improve systems and operations.
• Draft and organize, as necessary, documentation (contracts, check requests, and travel details) for visiting artists, curators, scholars, and vendors.
• Assists PEL staff with basic illustrated presentations and recording of lecture and training videos.
• Assist with tour groups as needed including day-of logistics such as docent check-in and welcoming of groups and follow-up such as attendance reporting and evaluation.
• Label and track teaching objects and supplies used off-site at outreach activities while keeping Security Department informed of such a list.
• Track, reconcile, and report on all PEL Department finances, including purchase orders, invoices, credit card purchases, and travel arrangements and expenses.
• Assist Librarian as needed, including coverage of Reading Rooms.
• Serve as staffing, as needed, for museum programs and off-site outreach events.
• Performs other duties as assigned or required.

Required Knowledge, Skills, and Abilities :

• Work generally requires two years of related administrative / clerical / professional experience to acquire skills necessary to perform complex office functions related to office management, communications, and budgetary / accounting activities
• Must have excellent interpersonal skills including verbal and written communication and customer service skills.
• Must be highly organized problem-solver, pay attention to detail, and have a demonstrated ability to effectively manage multiple priorities.
• Must be able to represent the Chrysler with a high level of integrity and professionalism.
• Must have a current / valid driver’s license and be able to travel locally as needed during the work day.
• Must have a working knowledge of Microsoft Office and Apple systems.
• Must be able to offer amazing and consistent customer service every time all the time.
• Ability to work occasional evenings and weekends.

Preferred Knowledge, Skills, and Abilities :

• Bachelor’s Degree required. BA in education, museum studies, art, or art history is preferred.
• Working knowledge of Altru, Trello, and contact management software.
• Prior experience working in non-profit, cultural / art attraction or similar is highly preferred.
• Excitement for bringing personal creativity to a fast-paced cultural environment.
• Bilingualism (English and Spanish) is an asset

Working Conditions :

This position requires a great deal of interaction with the public in person and via other means of communication, and will be subject to frequent interruption.

Must be able to work evenings, weekends, and holidays.

Physical Requirements :

Must be able to lift and carry file boxes and other awkward items weighing up to 50 lbs. Requires intermittent standing, walking, sitting, squatting, stretching, and bending throughout the workday;

on days when there is programming, standing and walking for 8+ hours a day should be expected. Must be able to see and hear, or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.

The successful candidate works well as a part of a team and independently, has superb organizational skills using a range of administrative and analytical platforms, is deadline oriented, and can work independently prioritizing multiple tasks.