Description

POSITION SUMMARY: Under the general direction of the Chief of Staff, the Museum Administrator supports daily business operations at Hill-Stead Museum. The responsibilities include, but are not limited to, providing critical administrative support for scheduling of guides, educators, volunteers, and management of major public programs. The position is a full-time, exempt position, working generally 40/hours a week with some flexibility for nights and weekends. 

SCOPE: Execute critical administrative and clerical operations for the museum. 

MAJOR DUTIES

• Manage regular communication with guides and educators about tour schedules, continuing education and book club meetings, and any museum program, policy, or schedule updates
• Oversee the signup genius platform, adding opportunities to cover tours, groups and special events as needed
• Be the first point of contact for guides, educators, and general volunteers regarding scheduling
• Manage incoming tour requests from groups and schools, fielding questions and working out logistics for scheduling with the HSM Master Calendar
• Work extensively in the museum’s database (Veevart) to clean up records and enter payment information from groups, school tours, and vendors
• Field general phone calls and transfer to appropriate staff members
• Fulfill requests from external organizations for donations of admission passes to the museum, with oversight from the Chief of Staff
• Assist with event promotion through online calendar posting and flyer distribution
• Organize volunteer outreach and onboarding, fielding volunteer requests
• Assist with vendor and demonstrator management of major public programs and events
• Provide additional administrative support to various museum departments as needed
• Process petty cash exchange for the Museum Shop
• Order supplies, process credit card transactions, and submit invoices as needed

Requirements

Education & Experience: Bachelor’s degree or equivalent experience. At least 1-3 years’ experience of clerical or administrative support experience preferred.

Knowledge, Skills and Abilities

• Strong organizational skills and attention to details
• Excellent communication and interpersonal skills, with the ability to interact with a diverse range of individuals and groups, highly desirable
• Ability to multi-task and to remain calm under pressure
• Ability to work effectively with donors, volunteers, and paid staff at all levels
• Adaptable to policy and procedure changes
• Ability to work alone or as part of a team
• Experience with Microsoft Outlook and Microsoft Office required or ability to quickly and efficiently learn HSM’s programs
• Work nights and weekends as needed
• Interest in museums, art or history

Please submit cover letter and resume to Megan Olver, Chief of Staff at olverm@hillstead.org.