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Job no: 492484
Work type: Non-Exempt Staff
Location: Gambier, OH
Kenyon College is conducting a search for the position of Administrative Assistant - Gund Gallery. The Administrative Assistant is a full-time, non-exempt staff position held by an individual with non-profit or other appropriate administrative experience to handle the day-to-day operations of the Gallery. The hourly rate of pay is $16.13. The Administrative Assistant will oversee the coordination of financial records, public relations and communications, some event management, staff and Gallery calendar and space administration, and purchasing for the Gallery. He or she is responsible for some website and social media management and maintenance, some membership and sponsorship communications, some grant management, and shared day-to-day operations and office routines, in addition to significant verbal, written and oral communications. As with other Gallery staff, the Administrative Assistant will understand and help administer the Gallery’s mission, as well as have an understanding of College policies, procedures and programs related to the administrative unit. The Administrative Assistant is supervised by the Director and Assistant Director.
I. Essential Function of the Administrative Assistant
A. Basic administration and office operations
Effectively manage the incoming and outgoing day-to-day communications of the Gallery by phone, through email, and in person. Maintain organization and filing systems, particularly business files (exhibition and collection files to be managed by other staff). With the Assistant Director and Collections Manager & Registrar, help manage requests for rights and reproductions. Keep records of Gallery events and attendance. Prepare information for Advisory Committee meetings, Collection Committee meetings, and Gund Gallery Board meetings. Take detailed meeting notes and produce official minutes. Process incoming and outgoing mail and deliveries and coordination of mass mailings in conjunction with exhibitions and events. With the Assistant Director, help oversee the work schedule and workload of student interns and workstudy students. Assist in administering and managing the Gund Gallery’s membership (“Friends) program, exhibition sponsorships and donation communications and records, in cooperation with the Kenyon College College Relations staff, and under the direction of the Director.
B. Financial administration
Prepare and monitor Gallery exhibition, program and collection budgets, tracking project expenses and maintaining grant budgets and reports. Work closely with the Director and Assistant Director in the filing of payment requisitions and honoraria paperwork. Manage and monitor membership fees and other donation information and databases. Complete credit card reconciliations.
C. Exhibitions and Events
With guidance from the Director and Assistant Director, coordinate and perform tasks connected with organizing exhibitions, ranging from coordinating purchases to designing layouts for label and text copy for didactic materials. Help schedule and coordinate a wide range of Gallery events (lectures, openings, workshops, etc.). In coordination with staff members, organize travel and lodging arrangements for Gallery guest lecturers and artists. In coordination with the staff, coordinate receptions, including catering, décor, and scheduling. Maintain stock of event supplies, ranging from frequently used food items to napkins.
D. Public Relations and Publicity
Coordinate and produce the Gallery’s public relations and publicity materials in cooperation with the Director, Assistant Director and Kenyon College Public Affairs. Publicize Gallery exhibitions and events by writing press releases, producing and distributing posters and flyers, contacting and working with faculty, staff, advisory groups and public affairs at Kenyon to notify the public about Gallery programs and activities. Keep public relations files with news clippings, past event posters and flyers, and related materials. Assist in supervising student employees and interns in projects related to public relations initiatives. Develop and maintain membership and patron email lists for e-announcements and e-invites.
E. Website and Database
Support the staff members’ work on website maintenance while helping to improve the website and social media outlets. Occasionally work with the Director and other staff to maintain and improve the museum’s digital file system.
F. Other duties
Support the Director and other staff on grant-writing, management, and reporting. Assist with mounting exhibitions and hosting Gallery events. Assist in the administration and programming of national development/membership/donor/alumni events, community (Gambier and region) programs, communications, and special joint projects. Perform other duties and work on special projects as required.
II: Supervisory Responsibilities
Some supervision of student workers, volunteers, and interns.
III: Working Conditions
Work is performed in an office environment and a gallery setting. Workdays are 9:00-5:00 with occasional evening hours. The ability to lift boxes or items of 30 pounds or less and move tables, chairs, pedestals and other items needed for meetings, events, exhibition installations, and similar functions is required. Driving will be necessary.
IV: Minimum Qualifications
BA or BFA degree and some museum/gallery experience preferred. Experience with website management and business administration. Computer literate, with knowledge of Word, Excel, InDesign, Adobe programs, and Access. Experience with databases and mailing lists. Strong organizational and detail skills are necessary. Knowledge of public relations preferred. Enjoys balancing substantial administrative detail and a wide variety of related tasks; communicating effectively with people; taking initiative and working with minimal supervision.
Advertised: 23 Dec 2017 Eastern Standard Time
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