Museum Operations Assistant
The Museum Operations Assistant provides an important supporting role to all aspects of the museum operations of the department of University Collections of Art and History. The Assistant contributes to marketing, event execution, development, staff scheduling, administrative and collections management activities. Gives tours of the museum and assists with opening and closing of museum buildings when needed.
Essential and Related Functions
- Acts as first point of contact for the Department. Manages the UCAH email accounts, outlook calendars and the mail.
- Coordinates meetings. Takes accurate and descriptive minutes of staff meetings.
- Maintains office supplies and brochures for the department, keeping inventory and placing orders for replenishment as needed.
- Administrates the budgets by coding, scanning and submitting bills for payment, collects credit card receipts and tracks expenses.
- Submits work orders for building repairs and maintenance.
- Assists in coordinating staff travel arrangements, coordinates reimbursement of travel expenses.
- Submits and manages IT work orders and maintains office equipment.
- Maintains greeter desks – materials, logs, updated phone list, etc.
- Assists the Director with training new part-time staff on cloud platforms.
- Schedules the part-time staff monthly.
- Assists the Director with budget preparation by maintaining a spreadsheet of expenses.
- Tracks Friends of Lee Chapel annual membership fees/subscriptions.
- Tracks monthly visitation statistics for museum sites.
- Assists staff with development of new brochures and publicity materials.
- Markets upcoming events to the University and to the public.
- Works with Communications Department to arrange marketing materials, both digital and print. Makes arrangements for distribution of materials.
- Maintains department web pages and oversees social media platforms.
- Is responsible for classroom setup and breakdown at the Reeves Center and Watson Pavilion.
- Is responsible for managing the flow of incoming event requests to use Lee Chapel, Reeves Center or Watson Pavilion. Maintains the 25Live calendar system.
- Manages all aspects of facility use activities (receptions, luncheons, lectures) for the department, coordinating with catering, facilities management and other departments.
- Makes travel arrangements for outside speakers or special guests. Follows Business Office procedure for payment of honoraria and reimbursement of travel expenses.
- Is available to work evening events when required.
- Assists the Director with the maintenance of the FOLC program (thank you letters and renewals).
- Processes requests for photo rights and reproduction of objects from the collection.
- Assists with art moves on and off campus.
- Assists with filing.
Security for Collections:
- Serves as one of the key holders for UCAH sites, opens and closes when necessary, responds to security alarms and facilitates emergency evacuation procedures if necessary.
Other duties as assigned.
Applicant must have the following:
- very strong organizational skills, attention to detail
- a positive attitude to handle a wide-variety of demands
- strong computer skills and the ability to explain program processes to those not skilled with computers
- experience and skills with a variety of social media platforms
- excellent time management skills
- ability to take instruction, but also work independently
- strong customer service skills in-person, online and over the phone
- high school diploma with experience or two years of college with an emphasis in business management or museum studies
- thinks creatively about solutions to problems and is resolute in the implementation of those solutions
- A BA with experience in the museum field as well as marketing is highly preferred.
Equal Employment Opportunity Statement
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Statement of Commitment to Diversity
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.