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Administrative Assistant for the Museum of Art and Development Divisions

  • March 24, 2021 1:52 PM
    Message # 10231325

    Title:  Administrative Assistant for the Museum of Art and Development Divisions

    Managers:  Deputy Director, Museum of Art and Director of Development and Donor Relations

    Position Summary

    The Administrative Assistant for the Museum of Art and Development Divisions will provide administrative and research support of a responsible and confidential nature to the Museum of Art and Development divisions of the Munson-Williams-Proctor Arts Institute in the following areas.

    Our Culture

    The Administrative Assistant for the Museum of Art and Development Divisions will model the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the institution.


    1. General office responsibilities for both divisions: --40%

            Oversee efficient office operations for the Director of Development and Donor Relations and Museum of Art Deputy Director, including:

       Maintain Director’s/Deputy Director’s calendars and schedule meetings; perform typing and data entry using computer word processing, spreadsheet, and database software; maintain files per division and archival policies; prepare routine internal documents; take minutes at meetings as needed; oversee correspondence, emails, and reports, and handle routine matters such as preparing loan letters, thank you letters, and media packets; and receive and process incoming calls.

       Make meeting and event arrangements, including in-house facilities and caterers. Create and process mailing lists and invitations for special events, and track attendee reservations and replies.

       Make travel arrangements for Division Directors and MWPAI guests.

       Financial operations:

           Assemble, reconcile, and record all earned and contributed income and forward to Finance with a summary report; and

           Perform Accounts Payable and Accounts Receivable functions, including deposits, payment requests, travel reports, etc., in accordance with Finance Division policies and procedures.

            Proofread materials for publication.

           Provide excellent customer service, receiving and referring guests, responding to direct telephone and office inquiries; routing incoming and outgoing mail; complete annual professional surveys.

           Maintain supplies and inventory, arrange for office repairs as needed and submit physical plant requests, etc.

    1. Museum of Art Responsibilities--30%

           Undertake Museum of Art exhibition visitor surveys; collect, organize and prepare reports on Museum attendance.

           Process Museum of Art loan requests and organize information for submission to President's office for Board agenda.

           Coordinate Advisory Committee meetings: make arrangements, prepare agenda, and prepare materials for Board reports.

           Coordinate Exhibition Planning Committee meetings: schedule, prepare agenda, and prepare materials for distribution to participants.

           Coordinate Museum grant application materials and deadlines.

           On occasion, undertake short-term research projects involving aspects of the collection, acquisitions, exhibitions, and author Bulletin submissions.

            Prepare PowerPoint presentations as needed.


    1. Donor Relations Responsibilities--30%

            Help maintain donor and membership records via mNet database; print membership cards and gift acknowledgment letters.

            Help prepare and oversee membership-related mailings.

            Accurately maintain records of new and renewed memberships and outright contributions, using Institute software.

            Prepare other communications (including stewardship letters and holiday cards).

           Provide a monthly summary of memberships for Bulletin and prepare membership reports and lists as requested.

           Undertake research projects involving donor, corporate, and foundation prospects.

    1. Other responsibilities

           Serve as a backup for MWPAI mail services.

           Participate in occasional MWPAI interdivisional teams.

           Provide break rotation for Visitor Services Reception desk.

           Occasional nights and weekend hours for events required.

    Qualifications, Education and Experience

    A people-focused individual committed to fostering a culture of customer service who will appreciate frequent interactions with a diverse range of community stakeholders. A strong communicator and detail-oriented planner with follow-through skills.

    Bachelor’s degree, 3 to 5 years of job-related experience preferred, and a positive and outgoing attitude, solid quantitative skills to oversee budgets and analyze data, along with excellent written, verbal, and grammatical skills. Previous experience in Development, Membership, Museum, or Not-For-Profit experience a plus. Experience working with Google Drive Platform (Google Docs and Gmail), Microsoft Word, Excel, Powerpoint, Adobe Acrobat and PDF, scanning documents, and internet browsers required. Must be flexible and willing to work occasional evenings and weekends for events.

    The successful candidate must be an energetic and strong team player who represents MWPAI’s vision and culture in internal and external relationships and models the values of the organization to colleagues and the public by being welcoming, inclusive, and respectful.  Internally, the candidate will engage in positive personal interactions that foster harmonious relationships, empowering employees to do their best work.

    Working Environment and Hours

    The Administrative Assistant will regularly perform the following physical requirements of lifting up to 25lbs, ascending and descending stairs, and sitting for periods of time.  Typically, the position works Mondays through Fridays with occasional evenings and weekends for events.

    Munson-Williams-Proctor Arts Institute is an equal opportunity employer.  For more information about the Institute, please visit us at https://mwpai.org

    To Apply

    Send cover letter, resume, and listing of three professional references to:  Munson-Williams-Proctor Arts Institute, Administrative Assistant Search, 310 Genesee Street, Utica, New York  13502   hrjobs@mwpai.edu  Inquiries 315-797-0000, extension 2108

The Museum Association of New York strengthens the capacity of New York State’s cultural community by supporting professional standards and organizational development. We provide advocacy, training, and networking opportunities so that museums and museum professionals may better serve their missions and communities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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