Administrative Assistant

POSITION: ADMIN PROGRAM SUPPORT STATUS: Part Time BEGINNING: CLASSIFICATION: Non Exempt

General Overview

The Program Support position provides oversight, documentation, and administrative support for museum programs, specifically in the areas of the membership program, administrative support to executive offices, museum events, and workshops/classes. Due to the nature of a small staff many functions are shared and talents cross utilized. Duties include but are not limited to the following:

SPECIFIC SCOPE OF WORK

General duties

• Maintaining office materials, records, and files for the organization’s programs in a manner that is organized, up to date, and easily accessible to personnel requiring their use.
• Maintaining the organization’s overall contact database, specifically detailing information about patrons, user groups, membership, and volunteers.
• Managing the processing of new and renewing members, notification of expired members, and communicating with members to keep them engaged and current.
• Assist Executive Director with keeping board members, sponsors, government officials, VIPs, and various donor types at all levels abreast of programs and activities.
• Providing statistical updates regarding the museum’s constituent base in comparison to goals and objectives.
• Preparing mail lists, labels, and mail merged files for mass mailings accessing the main data base.
• Processing email addresses from Guest sign in sheet into master list and transferring into online email provider.
• Assist Volunteer Coordinator with tracking, monitoring, and reporting on volunteer activities
• Prepares a weekly activity report primarily covering items under areas of responsibility.

Other Duties as Assigned

• Working special events and openings as required.
• Weekend hours may be required
• Greet and interact with guests visiting the facility providing them with knowledge about the museum’s history, mission, and exhibitions.

GENERAL EXPECTATIONS

• Use of good interpersonal skills – ability to work well with staff, board members, funding sources, museum guests, volunteers, vendors and contractors.
• Demonstrate qualities of a team player – supportive of organization and fellow staff members in a manner that is positive, uplifting and in advancement to the organization’s future growth.
• Ability to maintain a flexible schedule and differ from routine tasks to meet challenges as they arise.

SPECIFIC QUALIFICATIONS

• Technical Skills – Must have good working knowledge of general office equipment, basic accounting procedures, and the following computer software: MS Word, MS Excel and database management. Must be able to maneuver the internet, complete online research.
• Strong Organizational Skills – well-organized, punctual, task oriented with priority focus and ability to work independent of supervision.
• Oral and written communication skills - ability to verbally represent the organization professionally and to effectively edit written correspondence.
• Fine Art and Art History Majors highly desirable.

EEO Statement:

Hammonds House Museum is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

Americans with Disabilities Act Statement:

Employees who become disabled, must be able to perform the essential functions listed on this job description either unaided or with reasonable accommodations. Hammonds House Museum shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law, in the event such a determination becomes necessary.

I have read this job description and certify I meet all the essential functions of the position unaided or with accommodations.

Signature of Applicant/Employee Date

Detail any experience that you have had employed with a non-profit organization?

How knowledgeable are you about visual arts, black studies or African history?

Describe any programs or events that you have taken a leadership role in producing or organizing.

What is your level of competency with various computer programs, internet se and social media?

Part-time hours: 24 per week

Application Deadline: 15/01/2022

Job Type: Part-time

Pay: $12.00 - $15.00 per hour

Benefits:

• Employee discount

Schedule:

• Day shift
• Weekend availability

COVID-19 considerations:
Your safety and the safety of our staff and volunteers are important to us. We have put protocols in place:
1. If you are sick please STAY AT HOME. Our staff will do the same.
2. WEAR A MASK at all times in the museum.
3. TIMED-ENTRY PASSES are required

Education:

• Bachelor's (Preferred)

Experience:

• Database administration: 3 years (Required)

Work Remotely:

• No