Position Detail

Senior Administrative Assistant (#610)

Hiring Range:
$20.00 – $ Hourly
Date Posted:
10/26/2017
Type/Department:
Staff in Art Museum
Search Status:
Interviewing Candidates - not Accepting Applications
Apply Now:
We are not accepting applications for this position at this time.

Mount Holyoke College seeks applications for a full-time, 37.5 hours per week, 12-month Senior Administrative Assistant for the Art Museum. The successful candidate will be a resourceful detail- and service-oriented person who thrives in a dynamic, fast-paced professional work environment.

Position Summary

Manage office administrative and visitor experience functions including supervision of a team of student employees who assist with reception responsibilities; provide support to the Director and the Manager of Museum Advancement and Finance; manage logistics for Museum events and programs; and perform assigned communications and marketing functions.

Primary Duties include but are not limited to:

  • Administration/Office Management
    • Supervise daily office operations including maintaining files and the Museum’s master calendar
    • Maintain office supply inventory and office equipment
    • Procure goods and services; track purchases; process reimbursements for staff and guest lecturer/artist travel and business purchases
    • Manage office petty cash and reconcile the department’s credit card accounts
    • Provide support for curatorial and education departments including assisting with student intern hiring and scheduling student guards for class gallery visits
  • Student Staff Supervision/Visitor Experience Duties
    • Hire, schedule, train and supervise student and non-student receptionists and gallery guards Assure pleasant, thorough, and timely response to visitors and people who contact the Museum’s general phone line and email address
    • Manage the Museum shop and oversee accounting for same
  • Director Support
    • Assist in coordination of Director’s travel and calendar
    • Provide support for and act as liaison to the Museum’s advisory board including managing logistics for the semiannual board meetings and maintaining board records and meeting minutes
    • Assist with Director correspondence and presentation materials
  • Membership and Donor Relations
    • Process membership donations and assist with maintenance of membership database
    • File and maintain donor contact records
    • Assist with tasks related to donor events including invitation development and distribution, registration, production of event materials, etc.
  • Event Management
    • Coordinate logistics for all on-campus Museum events and meetings
    • Correspond with guest speakers and coordinate their travel, accommodations, and reimbursement for same
  • Communications
    • Manage and maintain Museum’s e-blast account including developing and distributing e-blast messages and maintaining distribution lists
    • Maintain media contact list and coordinate distribution of press releases
    • Perform public relations and marketing tasks as assigned
    • Coordinate mailings of print and electronic materials

Other Duties

  • Manage and maintain Museum publication archives
  • Other duties as assigned
  • Occasional weekend and evening work required

Qualifications

The successful candidate will have an Associate’s degree and at least three years of administrative/ office management experience or equivalent business experience and:

  • Excellent in-person and telephone customer service skills, proven experience in creating a positive, welcoming atmosphere for all visitors and callers
  • Superior interpersonal skills and the ability to develop strong working relationships with students, staff, faculty, and volunteers
  • Clear, professional written and verbal communication
  • Ability to prioritize, exercise good judgement and manage multiple projects/tasks simultaneously
  • Ability to work quickly with excellent attention to detail
  • Outstanding organizational and problem-solving skills with a strong track record of reliability and efficient follow-through on tasks and projects
  • Experience in training and supervising those in customer service is preferred
  • Flexibility and adaptability in a fast-paced environment
  • A high level of computer literacy, including proficiency in Adobe Software, Microsoft Office, use of Web resources and an aptitude for learning new software
  • Ability to work independently as well as on a team
  • Demonstrated commitment to principles of community and diversity, and the ability and desire to work effectively with a diverse constituency
  • Ability to carefully follow confidentiality procedures
  • Reliable and punctual attendance, with the ability to work 8:30-5:00 pm on weekdays as well as occasional evenings and weekends 

Mount Holyoke College is an Equal Opportunity Employer.

Mount Holyoke College is committed to enriching the educational experience it offers through the diversity of its faculty, administration, and staff members. Mount Holyoke seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, and relevance in a global society. In furtherance of institutional excellence, the College encourages applications from individuals from underrepresented groups, including faculty, staff, and administration of color, diverse gender identities, first generation college students and individuals who have followed non-traditional pathways to college, and individuals with a demonstrated leadership commitment to including diverse backgrounds and perspectives.