Associate Administrator

Description:

GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
As the Associate Administrator, you will be essential to the smooth operation of the Registrar’s Office with responsibility for day-to-day operational functions that include courier support for exhibitions, timekeeping, scheduling meetings and office supply management. You serve as Procurement Ambassador which includes reviewing, coding expense type, processing, and tracking Invoices generated by the department including a heavy volume of complex invoices (approximately 1500 annually) often in foreign currencies. You are extremely detail-oriented, possess excellent interpersonal skills with an aptitude for learning new software and systems. You consistently meet deadlines and are a successful multi-tasker.

PRIMARY RESPONSIBILITIES & DUTIES:

• As Procurement Ambassador, you will process all Invoices (in USD and multiple foreign currencies) generated by the department utilizing the museum’s Workday financial system which includes good knowledge of Cost Centers, Project Codes, Phases, and Spend Categories.

• Create new Supplier Requests and Ad Hoc bank payments in Workday as needed.

• Maintain accurate and complete financial records and payment logs as well as archival maintenance.

• Resolve inquiries from suppliers (domestic and international), resolve past due accounts, reconcile supplier Statements.

• Resolve inquiries from internal departments and Accounts Payable.

• Provide ad-hoc Workday reports or summary Excel reports from the payment log and supporting documentation for registrars and the Exhibitions office.

• Order supplies for department utilizing museum pCard and maintain supply inventory.

• Provide courier support for exhibition registrars: hotel reservations, ID requests and Per Diem requests (safeguarding and reconciling several thousands of dollars at a time).

• Prepare courier packets, order medical insurance as needed; escort couriers to/from museum entrances, exhibition galleries and Storeroom One.

• Schedule and track meetings and appointments, book reservations and handle travel logistics.

• Timekeeper for the department, creating schedules, coding overtime as needed and running reports.

• Handle expense reports and schedule meetings for the Chief Registrar.

• Candidate must complete Security Threat Assessment application for TSA.

• Other related duties.

EDUCATION AND EXPERIENCE:

• BA or BS Degree or equivalent experience required.

• One to two year's experience as an office administrator, office assistant or relevant role.

• Computer proficiency – Word, Excel, Outlook, Adobe Acrobat.

• Experience in spreadsheets, account reconciliation, and bookkeeping.