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Job no: 492639
Work type: Non-Exempt Staff
Location: Gambier, OH
Kenyon College is conducting a search for Administrative Assistant, Gund Gallery. This is a full-time, 12-month non-exempt staff position held by an individual with nonprofit or other appropriate administrative experience, who will be responsible for facilitating day-to-day operations. The hourly rate of pay is $16.29. The Administrative Assistant oversees the coordination of financial records, public relations and communications, some event management, staff and Gallery calendar and space administration, and purchasing. This position is also responsible for some website and social media management and maintenance, some membership and sponsorship communications, some grant management, and shared daily operations and office routines, in addition to significant verbal, written, and oral communications. As with other Gallery staff, the Administrative Assistant supports the Gallery’s mission, and acts in accordance with related College policies, procedures, and programs. The Administrative Assistant is supervised by the Gallery’s Director and Associate Director.
I. Essential Function of the Administrative Assistant
A. Basic administration and office operations
Effectively manage incoming and outgoing communications by phone, email, and in person, serving as a resource for persons contacting the Gallery and answering queries from students, faculty, staff, alumni, and visitors. Maintain organization and business filing systems. With the Associate Director and Collections Manager and Registrar, help manage requests for rights and reproductions. Keep records of Gallery events and attendance. Schedule and arrange Gallery meetings and assist in preparing relevant information. Take detailed meeting notes and produce official minutes. Process incoming and outgoing mail and deliveries and the coordination of mass mailings in conjunction with exhibitions and events. Prepare and submit work orders and place orders for equipment and supplies. With the Associate Director, help schedule student interns and work-study students. Assist in administering and managing the Gund Gallery’s membership (“Friends”) program, exhibition sponsorships, and donation communications and records, in cooperation with Kenyon College Advancement staff, and under the direction of the Gallery 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 Associate Director to process purchasing, receiving, and invoice activities and complete 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 Associate 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.) by making arrangements including room reservations, audio-visual equipment, etc. In coordination with staff members, organize travel and lodging arrangements for Gallery guest lecturers and artists; also coordinate receptions, including catering, décor, and scheduling. Maintain stock of event supplies. Act as the point of contact for other entities on campus that wish to schedule events in Gallery spaces.
D. Public Relations and Publicity
Assist with the Gallery’s public relations and publicity materials in cooperation with the Director, Associate Director, Director of Digital Communication and Engagement, and Kenyon College Office of Communications. Publicize Gallery exhibitions and events by producing and distributing press releases, posters, and flyers and communicating with faculty, staff, and advisory groups 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. 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 events, community (Gambier and region) programs, communications, and special joint projects. Assist in website and/or database management. 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 and 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. The successful candidate must have advanced computer skills, with experience using current versions of Microsoft Word, Microsoft Excel, and Adobe InDesign, and the ability to quickly build competency using new software applications. Experience building and maintaining mailing lists. Organizational and detail skills are essential, as are strong interpersonal and communications skills (including grammar, spelling, and punctuation and the ability to successfully manage relationships with a diverse campus and public audience), a strong sense of discretion and confidentiality, flexibility, and commitment to working as part of a team, coordinating work around multiple deadlines and projects.
Kenyon College is an equal opportunity employer and applications from members of all underrepresented groups are encouraged. It is the College's policy to evaluate qualified applicants without regard to race, color, national origin, ancestry, sex, gender, gender identity, gender expression, sexual orientation, physical and/or mental disability, age, religion, medical condition, veteran status, marital status, or any other characteristic protected by institutional policy or state, local, or federal law. Kenyon College has a strong commitment to supporting diversity, equity and inclusion. Please visit our Diversity at Kenyon website.
Advertised: 04 Feb 2020 Eastern Standard Time
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