Administrative Specialist

Position Details

Position Title

Administrative Specialist

Position Number

001013

Position Summary

The Administrative Specialist for the Mulvane Museum s responsible for assisting with a wide range of activities that support the Mulvane Art Museum, including keeping multiple calendars up-to-date, processing payables and receivables, assisting with correspondence, and maintaining files and records. Responsibilities also include assisting with coordinating customer service duties associated with engaging the public and opening and closing the museum when needed, ensuring security/safety of visitors and artwork on exhibit, greeting patrons, providing information to visitors, and assisting with tours.

Essential Job Functions of Position

Provide office administrative support to Director, Assistant Director, museum staff; process incoming and outgoing mail; answer phone and emails; respond to requests for information. Assist with collecting information and data about programs and exhibitions and prepare summaries of upcoming events.

Process payables and receivables for approval by Director / Assistant Director; under direction, process gifts, donations and memberships to the Washburn University Foundation. Enter data into Raiser’s Edge and Constant Contact; maintain and update mailing list. Generate financial reports through banner and attendance and program reports as requested.

Work at Museum information desk, greet customers, answer questions, and orient visitors on gallery exhibitions, educational programs, and university activities. Assist education and curatorial staff with leading tours as needed. Record demographic data associated with visitors. Open, close, and secure galleries as required.

Communicate protocols regarding photography and maintaining appropriate distances from the artwork. Monitor security cameras and check galleries to ensure artwork remains secure and unmoved. Monitor and report disruptive or dangerous behavior in the galleries or other concerning issues to the appropriate staff. Direct visitors to sheltered locations in the event of weather.

Assist with training and coordinating students in customer service and security protocols associated with staffing the Mulvane galleries, ArtLab, and public spaces.

Under direction, organize and maintain files, including electronic and hard copy in support of administrative and operational functions of the Museum, exhibitions, collections, educational programs, memberships, sponsorships, and donors. In addition, maintain records, communications, minutes, and other administrative material associated with FOMAM, the Mulvane Art Fair, and other special events presented by FOMAM .

Organize and maintain calendars, including Museum events and Director’s appointments. Update community calendars as needed, and distribute program information as requested.

Perform other job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

High School diploma, GED, or equivalent. Three years of experience providing administrative support, or completion of a course of study at the post-secondary level in Office Management/Support and two years of experience providing administrative support, or a college degree and 12 months of experience providing administrative support.

Knowledge, Skills & Abilities

Experience with Office 365 specifically skilled at using Excel. Must be able to learn and utilize Raiser’s Edge software.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

Hours include Tuesday through Saturday with some evenings.

Advertised Pay

12.98 with potential for a higher rate commensurate with experience

Work Schedule

Tuesday, Wednesday, Thursday, Friday, Saturday, Other - Some evenings

Full-time/Part-time

Part Time

Average Hours per Week

30 hours

Months per Year

12

FLSA

Non-Exempt

FTE

.75

EEO Statement

Washburn is dedicated to providing a student-centered and teaching-focused academic environment and a curriculum that engages the diversity of human experience across the globe. We seek candidates committed to Washburn’s efforts to create a climate that fosters the growth and development of a diverse student body. We encourage applications from members of groups that have been historically underrepresented in higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to diversity and inclusion.
Washburn University is an EOE . Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Number

S0290P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

No

Anticipated Start Date

11/02/2021

Position End Date (if temporary)

For earliest consideration apply by

10/26/2021

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/3975
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you available to work Tuesday evening and Saturdays?
   • Yes
   • No
2. * Do you have three years of experience providing administrative support, OR completion of a course at the post-secondary level in Office Management/Support and two years of experience providing administrative support, OR a college degree and 12 months of experience providing administrative support?
   • Yes
   • No
3. * Do you have experience working with Microsoft Office Excel?
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Cover Letter

Optional Documents

1. Resume