Associate For Administration

Description:

PRIMARY RESPONSIBILITIES & DUTIES

• Manage routine office tasks including answering and directing incoming phone calls; coordinating daily domestic and international mailings, catalogue shipments, messenger services, and other delivery services; distributing daily mail; arranging admission or guest passes for visitors and private tour groups; welcoming guests; and general communications as needed.

• Administer day-to-day purchasing and ensure timely delivery of requests for office and collections care supplies, including coordination of international importation of conservation materials from Asia.

• Act as Procurement Ambassador for the department, which includes liaising with the Museum’s Procurement and Finance departments and managing the workflow and tracking for all independent contractors/vendors, contracts, requisitions, supplier invoices, payments, and P-Card (credit card) purchases and verifications among other related duties.

• Arrange domestic and international travel and hotel accommodations for department staff, guests, and VIPs—including coordinating ground transportation and securing per diem and travel phones as necessary for complex itineraries lasting up to one month. Assist with visa application processes as necessary.

• Prepare and submit travel Spend Authorizations and expense reports for department staff following T&E guidelines, and track spending for curatorial travel fund.

• Serve as timekeeper for Asian Art staff and manage Departmental travel and out-out-office calendar; submit requests for time off on behalf of curatorial and conservation staff. Submit weekly timecards for technicians.

• Work with curators, conservators, and Communications as necessary to coordinate answers to public inquiries and requests for information.

• Act as liaison for departmental Fellows, Visiting Research Scholars, Interns, and Volunteers. Support onboarding, prepare welcome materials, and provide general administrative support.

• Assist with Friends of Asian Art (donor group) events, bi-annual Visiting Committee Meetings, and large department events.

• Coordinate all Ikebana and Tea Ceremony demonstrations (2 each annually), and the annual Ikebana Display.

• Oversee office facilities, including conference room, kitchenette, and other communal areas.

• Coordinate staff and public requests for high-resolution images and scans.

• Act as Security Office Monitor, scheduling fire drills and maintaining emergency equipment for the department.

• Other duties as assigned.

REQUIREMENTS & QUALIFICATIONS:

• Bachelor's degree or equivalent experience required,

• Fluency with Microsoft Office Suite (Word, Excel, PowerPoint) required;

• Demonstrable interest in and knowledge of Asian art preferred;

• Fluency with project management systems, such as Workday and JIRA, strongly preferred;

• Proficiency with TMS or other museum database systems preferred.