The Administrative Assistant position is located in the Goldstein Museum of Design (GMD) on the St. Paul campus of the College of Design (CDes) at the University of Minnesota. This in-person position is essential to the day-to-day operations of the museum with responsibilities including financial tracking, communications support, exhibitions support, membership oversight, and undergraduate employee management. The successful candidate will have a high degree of contact with the public, must work to create an inclusive environment for people from diverse backgrounds and communities, and should be a self-starter. Occasional evening hours are required for special events and programs. 

This is a 12-month, 100% full-time position, and reports to the Director of the Goldstein Museum.  

Salary range:  $$22.71 to $23.62 per hour.

Responsibilities

Administrative Support and Office Management- 30%

• Serve as initial contact for visitors and guests: answer main phone and email; update outgoing voicemails; serve as primary resource for general information and refer inquiries as appropriate.
• Assist the Director with various research, contact, scheduling, and presentation needs.  Maintain an orderly office including exhibition, board, financial, and donor files. Assist with archiving records of museum activities, maintain record of gallery and program attendance and comments. Monitor and order supplies for the office and special events (catering, etc.).
• Aid with event coordination (openings, lectures, etc.)
• Schedule, attend, and take notes at advisory board meetings as required.
   

Financial Management Coordination - 30%

• Collect and process museum membership applications and renewals; maintain membership tracking and database. Coordinate sales of Museum products, merchandise and publications.
• Initiate and process reimbursements, invoices, and other business documents (e.g. purchase card transactions, parking vouchers, postage charges).  Maintain financial records and reconcile with CDes Finance regularly.
• Coordinate efforts for Annual Fund and process financial donations year-round.
   

Communications Support - 20%

• Post prepared content from Director/Curator/graduate assistants on social media (Instagram and Facebook) and monitor accounts for questions/comments.
• Assist the Director in preparing monthly e-newsletter, annual reports, and exhibition press releases.
• Partner with CDes communications team to request updates to GMD website, and update UMN Twin Cities central online calendar with GMD exhibitions and events.
• Share regular updates with CDes Communications and Alumni Relations teams for their newsletters and communications.
   

Exhibition Facilitation - 20%

• Post jobs, interview, hire and supervise undergraduates (i.e. gallery greeters) in collaboration with CDes HR and Student Services. Train and schedule student employees; schedule orientations for new exhibitions and end-of-year gatherings.
• Assist the Exhibitions Coordinator with sourcing, purchasing, and vendor arrangements.  
• Maintain the central exhibition scheduling calendar and help ensure key deadlines are met. Work with museum staff to schedule external vendors and loan transport. When necessary, pick up or purchase exhibition materials in-person and occasionally transport loans. 
• Work with UMN staff to solve facilities issues in the gallery (cleaning, HVAC imbalances, etc.)
• Request quotes from printers, submit art files for printing, coordinate proofing process.
   

Required Qualifications:

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Experience with Microsoft (Word, Excel, Publisher, etc.) and Google Suite applications - Google Docs and sheets, google share drives, etc.
• Experience drafting and formatting correspondence, reports, and meeting materials.
• Ability to work with diverse groups and communities with a commitment to inclusive practices and equity.
• Skilled at working with details, managing work flow and meeting deadlines. Deals well with multiple, competing demands.
• Proven effective, appropriate, and welcoming communication skills on multiple levels including, person-to-person, on the phone, via email and social media.
• Ability to work collaboratively with others to address and resolve problems while remaining positive, proactive, resourceful, and efficient.
• Working ability to perform tasks involving prolonged sitting, standing, keyboarding, reading computer screen; and bending, or twisting, with occasional exertion of up to thirty pounds of force.

Preferred Qualifications:

• Experience setting up meetings, reserving rooms, ordering supplies, catering
• Event coordination experience
• Experience or demonstrated interest in museums, design, design history, or related fields.
   

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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