Visitor Services Coordinator (ASC I) / CAL - Fullerton Arts Museum
Visitor Services Coordinator (ASC I) / CAL - Fullerton Arts Museum
California State University, San Bernardino
Job No: 501075
Work type: Staff
Categories: Unit 5 - CSUEU - Operations and Support Services, Administrative, Probationary, Full Time
California State University, San Bernardino is a preeminent center of intellectual and cultural activity in Inland Southern California. Opened in 1965 and set at the foothills of the beautiful San Bernardino Mountains, the university serves more than 20,000 students each year and graduates about 4,000 students annually. CSUSB reflects the dynamic diversity of the region and has the most diverse student population of any university in the Inland Empire. Seventy percent of those who graduate are the first in their families to do so.
At CSUSB, you can:
- Build your future
- Work with the best
- Be your authentic self
- Focus on you
- Make a lasting impact
- Work for a purpose that is greater than your own
- Bring everything you are, become everything you want
As the CSUSB's art museum, RAFFMA is a vibrant resource for the campus and community-at-large to stimulate curiosity and wonder. Best known for its Egyptian antiquities collection encompassing all periods of ancient Egyptian history, the museum also provides diverse and inclusive cultural experiences through art exhibitions and educational programs to engage and inspire both local and much broader audiences. Accredited by the American Alliance of Museums, it adheres to the high standards in collections, documentation, preservation, interpretation, engagement, and exhibition.
Positions in this classification are distinguished by the administrative nature and scope of the support work performed, and often, ongoing work coordination and/or lead responsibilities with notable accountability for the work results of other support staff. The administrative work performed is usually operational and procedural in nature. Work is often project-oriented involving the full scope of activities and accountability from planning, initiation, execution, and coordination to implementation and evaluation. Interpersonal contacts are varied and often at the higher level and tend to involve a broad range of problem-solving activities.
Under general supervision of the Museum Director, Incumbent will perform various duties including a full range of moderate to complex clerical and secretarial work assignments involving the use of judgment and discretion in support of the museum director, staff, and visitors, including the campus and general audience. Some of Incumbent's daily duties include the front desk/reception, answering phone calls, assisting visitors and vendors with any inquiries they may have in regards to general information, museum events, exhibitions, tours, educational programs, payment status, etc. All Incumbent's duties belong to several general categories, including general administrative ones, visitor services-related, finance, and cash handling-related, event planning and organization-related, and student assistant management-related.
The administrative duties consist of creating and regularly updating visitor services protocol and procedures, delegating student employee's work hours and tasks, conducting budget reviews and giving recommendations to the museum's director, handling confidential information, communicating with various department secretaries, college staff, faculty, and other university employees. Other tasks in this area include retrieving payroll and reimbursement checks for the or staff and students, requesting and renewing parking passes, as well as ordering supplies.
Opening and closing the museum, and making sure that everything is in order are among the main responsibilities in the area of visitor services. As the front desk person and the museum's “face,” Incumbents will greet and interact with visitors, providing information and assistance if needed. The incumbent will also assist with scheduling docent tours, monitor all objects on display, assure comfort and safety of museum visitors, staff and others in the building, sell catalogs and other merchandise, as well as supervise student assistants and volunteers assigned to watching the museum during regular hours and special events. In a professional and friendly manner, Incumbent will assist the director and staff in fulfilling the mission and public service mandate of the museum, considering the visitors' quality experience as the top priority. Other duties in this category include keeping daily attendance records, encouraging visitors to join RAFFMA's mailing list and to become members of RAFFMA, selling and collecting museum parking permits, memberships, and workshop fee revenue, updating museum phone lines, as well as monitoring the museum website for the correct display of general museum information.
In the area of finances, Incumbent will maintain and analyze the museum's accounts, offer recommendations to the director regarding budget allocations based on historical data analysis, monitor funds, and conduct expense/budget transfers. The incumbent will follow strict cash handling procedures when handling cash payments for parking permits, educational program fees, and membership fees. They will be responsible for recording all mail payments, depositing all revenue on a weekly basis, and handling petty cash funds, among other tasks.
In the area of events, Incumbent will communicate with campus events staff, assist with set-ups and cleanups, monitor event budgets, order necessary items, keep attendance count, ensuring that events are properly staffed by scheduling student assistants and volunteers to assist at the front desk duties and verify that CSUSB Alcohol Beverage Policy is followed at all times.
Student assistants will help with many of their duties and tasks, and Incumbent will be responsible for hiring and scheduling students and for allocating and monitoring student assistant funds. In addition to setting priorities regularly in order to manage multiple duties and tasks, Incumbent will help student assistants to set up theirs in order to optimize their productivity and efficiency. The incumbent will coordinate all clerical work activities and provide lead work direction and/or training and assistance to others in work processes and procedures.
Employment Status: Full-time, "non-exempt", probationary position (with the possibility of converting to permanent status).
Talent Acquisition: *The initial review of applications will begin on July 20, 2021.
When the museum is open to the public:
When the museum is closed to the public:
- The equivalent to three years of experience in general office clerical work is required along with a thorough knowledge of office methods, procedures, and practices, and a thorough knowledge of correct English, grammar, spelling, and punctuation.
- Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures is required.
- Thorough knowledge of office systems and the ability to use a broader range of technology, systems, and software packages are preferred.
- The ability to independently handle multiple work unit priorities and projects is required. The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist is required.
- The ability to perform standard business math such as calculate ratios and percentages, track financial data and make simple projections is required.
- The ability to draft and compose correspondence and standard reports is required.
- The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.
Education and Experience
- Experience in expense tracking, purchasing, and managing resources.
- Experience with PeopleSoft and other campus-specific software or tools is preferred.
- Experience in office administration in an academic environment.
- Knowledge and experience with Microsoft Word or Microsoft Excel.
Anticipated Hiring Range: $3,064 - $3,500 per month
Classification Salary Range: $3,064 to $5,148 per month
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. In our commitment to diversity, we welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. Our commitment to work toward an environment that values diversity requires that we create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
The concept and dimensions of diversity are to be advanced and incorporated into every aspect of university activity, including student life, the curriculum, teaching, programs, staffing, personnel training practices, research, community services, events, and all other areas of university endeavor.
Dimensions of diversity shall include but are not limited to, the following: race, ethnicity, religious belief, sexual orientation, sex, gender identity, gender expression, ability, socioeconomic status, cultural orientation, national origin, and age.
The implementation of the Commitment to Diversity will rest with the university as a whole. The president, in addition to a personal commitment and involvement, may use the University Diversity Committee, campus administrators, faculty, staff, and students as well as other members of the campus community to implement effectively the philosophy and intent of this statement.
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or the continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
To view full description and to apply, visit: https://www.csusb.edu