Position Title:

Administrative Associate, de Saisset Museum

Position Type:

Regular

Hiring Range:

$25.24 - $28.03 per hour; commensurate with experience. This is a 30 hour per week position.

Pay Frequency:

Hourly

A. POSITION PURPOSE

Reporting to the Museum Director, the Senior Administrative position at the de Saisset Museum provides administrative and general support to the Director and the professional staff team. The Senior Administrative Assistant supervises and provides day-to-day instruction to student Visitor Services Associates and Office Assistant employees. This position serves as the first point of contact to various internal and external constituencies, including students, faculty, staff, alumni, parents, campus visitors, museum donors and members, museum volunteers, executive guests, and other museum and gallery representatives. This position takes the lead on financial and human resource management, general administrative office and unit support, which includes master calendaring and office supplies and file management.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial planning and processing (35%)

• Review of monthly financial data and reports for accuracy. Generate monthly reports as necessary.
• Prepare accounting transactions. Review reports and ensure that financial transactions for de Saisset Museum have been recorded properly in accounting system.
• Set-up of annual budget for de Saisset Museum. Analyze and prepare reports to support the annual budgeting process for the de Saisset Museum.
• Codes and inputs vendor invoices and cash receipts in accordance with established SCU accounting practices.
• Processes gift income and deposits; membership dues; reports endowment and quasi-endowment monthly status; handles all grant accounting transactions, reports, and monthly reporting procedures; serves as proxy manager for various P-card accounts; and manages petty cash and VIP card management.

2. General Administrative Support; Human Resource and Special Event Management (35%)

• Coordinate staff and student payroll reminders and approvals. Creates and maintain employment student employment files, including new hire paperwork. Organizes and conducts student training and quarterly meetings.
• Drafts and edits meeting minutes, letters, proposals, reports and targeted correspondence.
• Coordinates Facility inspections and maintenance work orders for entire Museum facility in collaboration with the Museum’s Facility Manager. 
• Organizes all logistical details of Museum sponsored events and programs, including SCU class visits,.
• Organizes all logistical elements of University sponsored events and external events with a variety of internal and external constituents held within the Museum.
• Under the direction of the Director and Senior Manager of Exhibitions and Operations, coordinates and assists with training Museum student workers (10-20 student positions).
• Supervises student staff and coordinates annual performance evaluations.
• Supports the coordination of California History Docent program meetings.
• Creates and maintains databases, reports, and program materials.

• Apply expert computer skills and provide trouble shooting assistance for department’s computing systems.
• Track project timelines and keeps others informed of key milestones.
• Drafts letters and correspondence for Director as needed.

3. Provides calendaring and scheduling support for Director and de Saisset Museum team (25%)

• Supports Director and museum team by handling all master calendaring functions for entire museum.
• Supports and maintains year-round calendar for de Saisset Museum meetings, exhibits, programs, and tours for overall operations and management.
• Schedules events (approximately 25-30 annually), California History Tours (approximately 70- 80 annually) on master Google calendar, and publicizes all museum events on university calendar.
• Makes travel and housing arrangements for Director and any program guests.

4. Other Duties as Assigned (5%)

• Responsible for maintaining inventory of office, event, multi-media equipment and supplies.
• Collects materials for and maintains departmental collateral files.
• Performs other responsibilities as needed or assigned to support the Director and de Saisset Museum team.

C. PROVIDES WORK DIRE