Description:
Key Responsibilities
Project Planning and Management (20%):
- Define departmental project scope, goals, metrics, and deliverables with the Director and team.
- Document and track project plans with timelines, milestones, and resource allocations.
- Monitor project progress, adjusting plans as necessary for successful completion.
- Manage the integration and alignment of multiple projects, addressing interdependencies and ensuring strategic alignment.
Team Coordination and Support (30%):
- Facilitate communication and collaboration among team members and stakeholders.
- Support colleagues in Creative Aging, Inclusive Learning, Public Programs, and Visitor Services, and facilitate cross-functional collaboration with teams throughout the museum.
- Schedule meetings, take notes, and generate action plans.
- Oversee the organization of digital assets and the art studio.
- Solicit feedback and input to inform decision-making and drive continuous improvement efforts.
- Collaborate with team members on special projects.
- Share information across the organization and collaborate to support initiatives and practices that foster a welcoming environment and ensure a positive museum experience for diverse audiences.
Administrative Support (50%):
- Provide executive administrative support to the Director.
- Serve as the first point of contact for Learning & Engagement inquiries and issues. Manage the division email inbox and phone line, responding or forwarding to appropriate department contacts.
- Prepare contracts, process invoices, and oversee budget tracking.
- Compile and format reports and presentations.
- Oversee the preparation of event checklists and ensure internal calendars are kept current.
- Maintain email lists for Learning & Engagement programs and assist with queries from the Altru database.
- Staff onsite registration and ticketing for Learning & Engagement programs.
- Collect and track attendance and feedback for programs.
- Coordinate travel accommodations for guests and contractors.
- Inventory and order Learning & Engagement snacks and office supplies.
Desired Qualifications, Knowledge, and Skills
- Demonstrated commitment to supporting diversity, equity, inclusion, accessibility, and belonging.
- Effective listening and excellent interpersonal communication skills to forge and maintain relationships with various individuals.
- Excellent verbal and written communication skills and the ability to represent the museum professionally and enthusiastically.
- Strong analytical skills to identify and solve creative problems.
- Adept at working independently with details while understanding and clearly communicating the big picture to various groups.
- Ability to coordinate complex schedules and effectively prioritize and multitask for numerous projects simultaneously.
- Highly organized, with a keen eye for accuracy and attention to detail.
- Demonstrated experience in managing stress with a sense of humor to remain focused and friendly.
- Fluency in English; proficiency in ASL and/or additional languages is a plus.
- Professional experience in a museum or nonprofit setting focusing on learning and engagement is a plus.