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Title

Art Institute Office Manager 

Category Art Institute  
Position Art Institute Office Manager  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Exempt  
Salary Anticipated Starting Salary: $38,000 - $44,000 per year DOE plus a comprehensive benefit package, which includes medical, dental, vision, life and LTD insurance, FSA, HRA, 403(b) retirement plan, paid holidays, personal business, sick leave, and vacation.  
Description

Supervisor: Art Institute Director
Last Updated: 8/14/2018


Summary

The Art Institute Department Office Manager oversees all basic functions of a busy seven-day-a-week office that supports a rapidly growing, arts-based lifelong learning education program, fine art gallery, visiting artist program and permanent art collection of the Arizona-Sonora Desert Museum. Supervising three administrative staff, working closely with fine art independent contractors, visiting artists and a body of volunteers. Basic functions include leading weekly student enrollment record-keeping, finance reports and salesforce database management. This position is responsible for maintaining clear communications with all positions/individuals/museum departments connected to art class and special event facilitation within the department.

Essential Duties and Responsibilities include but are not limited to:

  • Supervises finance, art sale, and enrollment reports (weekly, monthly, yearly)
  • Maintains good working relationships with ASDM staff, volunteers, vendors and independent contractors
  • Supports production and facilitation of special events relating to student engagement, exhibitions and museum special events
  • Supervises full and part time receptionist, program coordinator, exhibitions and collections assistant
  • Maintains a seven-day-a-week office schedule
  • Leads weekly and ongoing communications and oversees rotating schedule for department volunteers
  • Serves as primary contact and executive support for department director
  • Leads master calendar submissions and oversee editing content for web and marketing efforts
  • Oversees records management and filing to include: key issue forms, photo release forms, purchase orders, check request forms, course evaluations, special request forms, deposits, reservations and class supply lists
  • Oversees maintenance of office environment
  • Orders and organizes general office supplies
  • Manages, maintains and builds contact lists, attendance records and patron lists
  • Works closely with department director on special projects and annual reports
  • Supports supply management of multi-building facilities and classrooms
  • Maintains, improves, implements and updates department policies and procedures while leading museum policies and procedure protocols

Supervisory Responsibilities

Manages three to four administrative support staff in the Art Institute. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

____________________

This position was opened on September 5, 2018 and does not have a closing date. It is considered open until filled; however, application review will begin immediately. Application Note: Resumes should not be submitted without a completed questionnaire. Please understand that if offered a position, you will, as a final condition of employment, be required to successfully complete a pre-employment drug screen and criminal background check.  

Position Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or Experience

Bachelor's degree in Business from four-year college or university and three to five years related experience, including supervision, in an office environment or equivalent combination of education and experience.

Knowledge, Skills and Abilities

  • Ability to commit to a work schedule that includes rotating week-end coverage.
  • Knowledge of supervisory practices and principles.
  • Knowledge of office methods, procedures and practices.
  • Ability to effectively communicate.
  • Superior customer services (internal and external) knowledge and skills.
  • Ability to train/mentor staff in all areas of customer services skills, abilities and knowledge.
  • Knowledge and understanding of internal controls relating to cash handling.

Computer Skills

To perform this job successfully, an individual should be proficient with: Microsoft Office (Word, Excel, PowerPoint, and Outlook); accounting, payroll, order processing and database software.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear, use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand, walk and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The above description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.

 
Open Date 9/5/2018  

This position is currently not accepting applications.

To search for an open position, please go to http://ArizonaDesertMuseum.appone.com




 


 
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