(Hybrid) Administrative Associate - Art Museum of WVU - West Virginia University

Description

The Art Museum of WVU is currently accepting applications for an Administrative Associate.

About the Opportunity

Contributes to the day-to-day operations of the WVU Art Museum and Museum Education Center. Provides complex administrative support primarily to the Director of the Art Museum. Work assignments are carried out using self-initiative without detailed instructions.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week 

• 13 paid holidays (staff holiday calendar)

• 15 annual leave (vacation) days per year or more based on years of service (employee leave)

• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

• WVU offers a range of health insurance and other benefits

• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.

• Wellness programs

What You'll Do

• Act as the core contact for incoming calls and visitors to the WVU Art Museum and Museum Education Center. Monitors and responds independently through written and verbal notification to telephone calls and general inquiries which may pertain to specific areas of responsibility in the WVU Art Museum and Museum Education Center.
• Checks and responds to, as appropriate, Museum and Friends' e-mail and voicemail messages. Records Museum Voicemail messages. Coordinates communications including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibit openings; and checks for accuracy of mailing.
• Coordinates and provides complex administrative support of day-to-day operations to the Director of the Art Museum. Investigates confidential matters, creates and maintains dual filing systems using discretion to manage confidential correspondence and records, schedules appointments, travel reservations and committee meetings.
• Handles all arrangements relating to meeting times and dates, location, set-up requirements, billing information, and notification of specifics to participants.
• Coordinates, organizes, reviews and edits materials for bulk mailings for fundraising activities, (i.e. capital campaigns, receptions, thank you acknowledgments, Friends of the Art Museum, Mesaros Galleries and other Museum events), as well as a variety of mass e-mail communications (i.e. student MIX system, faculty and staff, internal and external constituents of the University) regarding building issues, upcoming special events, sent out under the Museum Director's signature.
• As required coordinates and participates in special events (donor related, dedication, museum events, etc.) receptions and committee meetings as assigned by the Museum Director. Responsible for invitations, RSVP's, scheduling of rooms, refreshments, and billing Information, etc. Initiates faculty and staff contracts and contractual agreements for outside constituents. Responsible for all arrangements relating to meeting times and dates, set-up requirements, and notification of specifics to participants.
• Manages the Museum Education Calendar to ensure there is no overlap in scheduled functions. Communicates schedules to Museum staff. Schedules and makes arrangements for committee meetings, programs, seminars, workshops, receptions and other events in the Museum Education Center and for setting up needed furniture and equipment. Answers inquiries about facility rentals, shows space to potential clients, keeps an event calendar, and completes rental agreement forms and communicates procedures for rentals to clients.
• Coordinates travel arrangements for the Director of the Art Museum. Confirms lodging, airfare and other reservations, completes appropriate paperwork for submission to the College Expert Business Office. Audits travel expense forms for accuracy of calculations and assures that all State, University and WVU Foundation guidelines are followed.
• Distributes parking permits to visitors of the WVU Art Museum and Museum Education Center.
• Maintains master files for the WVU Art Museum and Museum Education Center and develops new filing systems when needed. Maintains security and confidentiality of evaluation/personnel files and other sensitive information.
• Assists with the preparation of required personnel forms as needed for Director's use in hiring, evaluating, and training of staff; and maintains confidentially of evaluation/personnel files.
• Collect payments fur Museum, Museum Education Center facility rentals and Friends' events. Completes appropriate deposit forms and designates appropriate accounts for deposits. Submits deposits to CCA EBO and monitors accounts to ensure deposits are posted correctly.
• Preparing and distributing minutes and agenda for Friends Committee and other meetings; assisting with preparation of PowerPoint presentations.
• Coordinates maintenance of Museum computer systems and maintains or supervises the maintenance of web pages related to the Museum. Handles arrangements with service providers and vendors.
• Stocks and inventories office and hospitality supplies. Process and pay all invoices for Museum and Mesaros Galleries.
• Composes and proofreads reports and correspondence for review and signature of the Art Museum Director.
• Proofreads printed materials and corrects errors in draft form. Provides clerical assistance for the Friends' membership, programs and schedules. Trains, evaluates, and disciplines Museum work study students performing routine office duties, such as answering telephone, copying and sorting mail. Monitors, edits and approves hours off-worlders in the MyTime system for payment of time worked.
• Coordinates communications, including the creation and maintenance of mailing lists for the Friends of !he Art Museum, exhibit openings; and maintains accurate mailing lists.
• Participates in training and professional development sessions to enhance job performance.
• Bundles, sorts and distributes all incoming and outgoing mail for the WVU Art Museum and Museum Education Center, Notifies the Facility Management of critical facility issues requiring immediate or long-term attention.
• Performs other duties as assigned and needed.

Pay Grade: 14

Qualifications

• Associate's Degree in secretarial/business or related field.
• A minimum of two (2) years of experience involving:
  • Experience with WVU organizational policies and procedures preferred
  • General office experience
  • Computers (word processing, email, spreadsheets, database & reports, Google Drive, Adobe CS)
  • Customer Service
  • Experience within Museums
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Excellent written and communication skills with a demonstrated ability of proficient use of correct English, grammar, spelling, and punctuation.
• Excellent interpersonal skills and ability to maintain a professional demeanor and proven skill in interacting with the public and wide range of individuals who interact with the WVU Museum and Museum Education Center.
• An inherent ability to independently take action and implement solutions to problematic situations without the need for continual guidance.
• Strong creative and organizational skills.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine their relative importance, establish deadlines under high stress.
• Ability to maintain confidentiality.
• Ability to learn and to apply effectively the policies, WVU procedures and guideline affecting the position and work units to which assigned, as well as the institution.
• Demonstrated ability to exercise initiative, good judgment, and discretion in performing complex tasks.
• Thorough knowledge of general office work.
• Demonstrated ability to operate a personal computer utilizing various work processing, database management, website maintenance, and other standard office equipment.
• Knowledge of various standard software programs: Microsoft Office, including, Excel, Word, Access and Slate.
• Knowledge of various specialized software programs used in development and fundraising: Raiser's Edge-
• Good financial transaction processing skills to take payments, make deposits, and keep records related to transactions in accordance with policies, procedures and regulations governing these matters.
• Ability to independently set priorities, plan and complete multiple tasks on deadline.
• Proactive attitude towards work and assignments.
• Demonstrated knowledge of record keeping and adherence to schedule.
• Demonstrate ability to establish and maintain cooperative working relationships.
• Ability to drive and run errands associated to the duties of the position
• Ability to maintain proper unit attendance and punctuality standards.
• Ability to reason logically and analyze and resolve issues.
• Ability to supervise work study students
• Ability to work extended hours including occasional nights and weekends when needed.

Preferred Qualifications

• Bachelor’s Degree 

Licenses/Certifications

• Valid US Driver's License

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values — service, curiosity, respect, accountability and appreciation — unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

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