Scheduled Hours

37.5

Position Summary

The Assistant to the Director and Chief Curator & Business Operations Coordinator of the Mildred Lane Kemper Art Museum in the Sam Fox School of Design & Visual Arts provides support to the director and assumes responsibility for the coordination of budgetary and human resources functions as well as the day-to-day office operations for the Museum.

Job Description

Primary Duties & Responsibilities:

Provides assistance to the Museum Director:

• Manages calendar and schedules meetings.
• Prepares correspondence.
• Manages Director’s Advisory Committee, including scheduling and developing agendas and invitations for meetings.
• Maintains key institutional documents.
• Completes Director’s expense reports.
• Manages institutional surveys.

• Coordinates interdepartmental organization and logistics:

• Coordinates travel and prepare itineraries for visiting professionals.
• Gathers and interprets data for special projects.
• Leads all-staff meetings.
• Acts as project coordinator for museum-wide initiatives and projects and maintain project management system for exhibitions and publications.

Oversees Museum’s financial administration in coordination with Sam Fox School Business Office:

• Prepares quarterly budget reports for Museum director.
• Manages $6 million operating budget under the supervision of the Museum Director.
• Reports finances for grants.
• Reviews staff procurement card expenses and travel reports.
• Tracks exhibition expenses and manages expense reports and invoicing for exhibitions.
• Monitors incoming gifts, grants, and payments.
• Liaises with new vendors to acquire proper documents and track payments.
• Monitors and assists in determining payroll budgets.
• Completes annual budget planning and project annual expenses under the supervision of the Director and coordinates with Sam Fox School Business Office.
• Provides budget quarterly updates for department supervisors.

Coordinate human resources:

• Reviews and approves time off requests for staff reporting directly to the Director and Chief Curator.
• Coordinates all museum job searches, including drafting HR and compensation documents, liaising with University HR, posting positions internally and externally, organizing application materials, and scheduling interviews.
• Maintains Museum HR files.
• Manages new employee onboarding including working with hiring managers to establish 6-month goals and check ins for new employees.
• Liaises with Sam Fox School and University human resources departments.
• Keys Museum contact for HR Shared Business Services.

Performs daily tasks to ensure the smooth functioning of the Museum’s administrative office, including:

• Answers phones
• Run the administrative reception desk
• Sorts incoming mail and serve as liaison with mail services

Performs other duties as assigned

• Leads data collection and mid and postmortem meetings for exhibitions.
• Establishes and implements administrative and business operation workflows.
• Acts as a resource for staff regarding office operations questions.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

PREFERRED EDUCATION/EXPERIENCE:

• MA in art history or humanities-related field
• 3 years of administrative and financial management experience
• Familiarity with cultural institutions and higher education work environments.
• Familiarity with project management systems

CRITICAL SKILLS AND EXPERTISE:

• Some financial management experience
• Excellent communication and organizational skills
• Ability to work self-directed, anticipating needs and respon