Job Description:

Job no: 991719

Work type: Support Staff

Pay Grade: 10

Major Administrative Unit / College: University Arts And Collections

Department: Art Museum 10050506

Sub Area: AP- Professionals

Salary: Salary Commensurate with Experience

Location: East Lansing

Categories: Administrative/Business/Professional, Administrative Professionals- AP, Full Time (90-100%), Union
Working/Functional Title

Executive Secretary to Museum Administration

Position Summary

Administrative/Business Operations 50%

Oversees day-to-day needs of the museum's administrative office.

Manage the director's calendar, scheduling and arrange travel

Manages the Executive Director and Deputy Director calendars and acts as point person for scheduling and communication.

Prepares agendas, presentations, correspondence, reports, and other requested documents as required by administration, maintaining a high level of confidentiality.

Organizes meeting logistics for in person and virtual meetings, including liaising with the Board of Advisors on behalf of the museum.

Assists with special projects and special events as requested.

Coordinates distribution of information and reports with the unit.

Attend meetings and take minutes for distribution as requested.

Organizes travel arrangements including airline, car and hotel for Executive Director and museum guests.

Finance 25%

Maintains high level knowledge of purchasing and procurement practices. Provides support to the HR and Finance coordinator in setting up vendors, disbursement vouchers and requisitions.

Provides monthly review and reporting in areas of responsibility and assists the HR and Finance Coordinator in distribution and follow up of reports.

Initiates purchasing for administration, reconciles account transactions, and maintains purchasing card records. Acts as back up to other museum departments for purchasing.

Deposits checks and acts as backup to HR and Finance coordinator and Operations department for cash deposits.

Monitors and reports on museum travel and professional development budgets and reconciles the journal entry system and Travel Cards expenditures.

Manages administrative office budget; ensures accurate and timely reporting.

HR  15%

Implements and maintains effective record management systems for the museum's records.

Supports HR and Finance coordinator in hiring, onboarding and HR processes.

Coordinates recruitment of job applicants. Arranges interviews, prepares itineraries and hiring materials, manages travel and reimbursements for candidates.

Acts us backup Unit Time Approver to HR and Finance coordinator.

 Additional Responsibilities 10%

Manages incoming and outgoing mail/deliveries for the museum.

Ensures administrative office public spaces are organized, stocked and presentable.

Other duties as assigned

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and gr ammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

Experience supporting Executive Level Management in Higher Education or nonprofits.

Experience with Office 365 and Teams.

Familiarity with contemporary arts organizations and/or museums.

Experience supporting upper-level management with calendaring (Microsoft Outlook) and travel

Excellent oral and written skills to draft, prepare, and produce a variety of documents and reports.

Experience arranging travel and expense reports in Concur or equivalent systems.

Familiarity with Enterprise Business Solutions, SAP, Kuali Financial Systems, Power BI or equivalent systems.

Knowledge of PCards or corporate purchasing cards.

Proficient in Microsoft Excel and basic formulas

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter 

Work Hours

8:30am-5:00pm ● Occasional evening and weekend hours.

Website

https://broadmuseum.msu.edu/

The Bidding Eligibility ends 10/08/2024 at 11:55 PM

Advertised: Oct 2, 2024 Eastern Daylight Time

Applications close: Oct 15, 2024 Eastern Daylight Time

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