Scheduled Hours

37.5

Position Summary

The Assistant to the Director and Chief Curator & Business Operations Coordinator of the Mildred Lane Kemper Art Museum in the Sam Fox School of Design & Visual Arts provides support to the director and assumes responsibility for the coordination of budgetary and human resources functions as well as the day-to-day office operations for the Museum.

Job Description

Provides assistance to the Museum Director:

• Manages calendar and schedules meetings.
• Prepares correspondence.
• Manages Directorâ™s Advisory Committee, including scheduling and developing agendas and invitations for meetings.
• Maintains key institutional documents.
• Completes Directorâ™s expense reports.
• Manages institutional surveys.

• Coordinates interdepartmental organization and logistics:

• Coordinates travel and prepare itineraries for visiting professionals.
• Gathers and interprets data for special projects.
• Leads all-staff meetings.
• Acts as project coordinator for museum-wide initiatives and projects and maintain project management system for exhibitions and publications.

Oversees Museumâ™s financial administration in coordination with Sam Fox School Business Office:

• Prepares quarterly budget reports for Museum director.
• Manages $6 million operating budget under the supervision of the Museum Director.
• Reports finances for grants.
• Reviews staff procurement card expenses and travel reports.
• Tracks exhibition expenses and manages expense reports and invoicing for exhibitions.
• Monitors incoming gifts, grants, and payments.
• Liaises with new vendors to acquire proper documents and track payments.
• Monitors and assists in determining payroll budgets.
• Completes annual budget planning and project annual expenses under the supervision of the Director and coordinates with Sam Fox School Business Office.
• Provides budget quarterly updates for department supervisors.

Coordinate human resources:

• Reviews and approves time off requests for staff reporting directly to the Director and Chief Curator.
• Coordinates all museum job searches, including drafting HR and compensation documents, liaising with University HR, posting positions internally and externally, organizing application materials, and scheduling interviews.
• Maintains Museum HR files.
• Manages new employee onboarding including working with hiring managers to establish 6-month goals and check ins for new employees.
• Liaises with Sam Fox School and University human resources departments.
• Keys Museum contact for HR Shared Business Services.

Performs daily tasks to ensure the smooth functioning of the Museumâ™s administrative office, including:

• Answers phones
• Run the administrative reception desk
• Sorts incoming mail and serve as liaison with mail services

Performs other duties as assigned

• Leads data collection and mid and postmortem meetings for exhibitions.
• Establishes and implements administrative and business operation workflows.
• Acts as a resource for staff regarding office operations questions.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

PREFERRED EDUCATION/EXPERIENCE:

• MA in art history or humanities-related field
• 3 years of administrative and financial management experience
• Familiarity with cultural institutions and higher education work environments.
• Familiarity with project management systems

CRITICAL SKILLS AND EXPERTISE:

• Some financial management experience
• Excellent communication and organizational skills
• Ability to work self-directed, anticipating needs and responding proactively
• Ability to manage and prioritize multiple tasks in a busy office environment with discretion efficiency, and accuracy.

This position is eligible for a hybrid work schedule (2 days remote/ 3 days in office) after 6 months of employment.

Preferred Qualifications

Education:

Bachelor's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

No additional work experience beyond what is stated in the Required Qualifications section.

Skills:

Art History, Budgeting Practices, Computer Applications, Human Resources (HR), Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, monday.com Platform, Office Organization, Office Procedures, Project Management, Teamwork, Working Independently

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Washington University is dedicated to building a community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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