Office and Museum Services Coordinator

Position Title: Office and Museum Services Coordinator

Department: Mulvane Art Museum

Advertised Pay: $18.17 hourly with the potential for a higher rate commensurate with experience

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by August 25, 2023

Position Summary: The Office and Museum Services Coordinator is responsible for providing elevated administrative support and coordination for museum programs, administration, and operations. In addition, the Office and Museum Services Coordinator will serve customers, visitors, students, and staff with a high-quality level of customer service. The Office and Museum Services Coordinator is responsible for building and maintaining excellent professional working relationships with all university and community-members and must commit to equal opportunity and working with diverse populations.

Essential Functions:
The Office and Museum Services Coordinator will:
• Develop, implement, and ensure internal office procedures to increase the efficiency of office operations.

• Assist staff with purchasing procedures and reimbursements per university policies, regulations and procedures. Record expenses and submit reports. Ensure payment vouchers, journal entries, requisitions, donations, memberships, and supporting documents are submitted. Track and receive documents such as payment and reimbursement forms. Create, maintain, and archive electronic and hard-copy files in support of the office, programs, and grant-related projects.

• Schedule staff to ensure the front office and museum reception are properly staffed, filling in as needed. Answer procedural questions and requests for information and support programs, staff, and students as appropriate.

• Compose correspondence in response to specific requests for information, assistance, recommendations, etc. Perform research as necessary to ensure an accurate and comprehensive response. Assist with assembling and completing required information for grants, funding requests, and sponsorship letters.

• Maintain the department and the director’s calendars and assist with meeting preparation including, but not limited to drafting meeting agendas, composing minutes, and organizing handouts. Organize events, travel arrangements and related logistics. Work closely with and assist staff with scheduling and coordinating tours for school groups, university classes, and the public.
• Assist in completing the recruitment and hiring processes for museum staff, students, and part-time workers. Provide completed forms, collect, and forward all documentation promptly as requested. Recruit, train, and supervise the work of assigned staff.

• Assist with developing and promoting membership sales and act as a liaison between museum staff, Washburn University Foundation, and Mulvane Art Museum Members. Ensure records, renewal notices, and follow-ups are completed, and that the membership and donor database is up-to-date and accurate.

• Assist with logistics and planning for fundraising events and donor development. Serve as liaison between the museum, Friends of the Mulvane Art Museum, Washburn University Foundation, artists, vendors, sponsors, and donors as required.

• Assist with museum exhibitions, special events, educational programs, social media, and marketing.

• Open and close museum facilities as necessary and under the security directives set by the museum.

• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications:
• Bachelor’s Degree or a combination of post-secondary education and additional administrative support experience equivalent to a degree.
• Proven effective interpersonal, organizational and communication skills.
• Demonstrated proficiency in using Microsoft Excel, Outlook and Word software programs.
• Commitment to inclusivity and working effectively with diverse populations

Physical Requirements:
Occasional evening and weekend hours required dependent upon museum events

Preferred Qualifications:
• At least six months of employment expertise comparable to the position.
• Demonstrated supervisory and training experience.
• Experience with Raisers Edge, Constant Contact, and InDesign.

Special Instructions to Applicants:
The interview process may require completing skills assessments to determine proficiency in the software and skills needed to perform the position's essential functions. If additional testing is required, the information will be provided to candidates selected for interviews.

Full time Hourly Varies/Shift
Background Check Required