Santa Clara University

Administrative Assistant to the Director

de Saisset Museum
Full-Time
Salary Grade: 6 - Hiring Range: $33,681-$38,574
Requisition Number (please reference): 1000605

For information about the benefits offered by Santa Clara University, please visit: http://www.scu.edu/hr/benefits/

Purpose:

The Assistant to the Director position is responsible for providing primary support to the Director and other museum staff positions as possible. This position will provide coordination and support for the de Saisset Museum programs and projects, oversees daily operations, and provides excellent customer service to the public, community groups, and provides informational materials for dissemination to the museum staff, campus community, and the general public. Occasionally acts as a Team Leader for specific projects related to office management and/or administration.

I. Essential Duties and Responsibilities

1. General administrative management of the de Saisset Museum Office (55%)
1. Coordinates the management of the de Saisset Museum Office, including greeting and directing visitors, handling and referring incoming calls, opening and distributing incoming mail and other correspondence, coordinating travel arrangements, word processing, photocopying, faxing, and related support services
2. Trains and supervises student office assistants and gallery security assistants by assigning and overseeing their work
3. Develops master student work schedule for all student employees for when the museum is open to the public
4. Composes routine correspondence and prepares presentation materials for the museum Director and other museum staff
5. Handles accounts payable, receivable, petty cash, routine reimbursements, and donation deposits. Tracks all accounts via PeopleSoft accounting system and assists with preparation of annual museum budgets
6. Handles inquiries on behalf of the Director and museum staff involving facility maintenance, student personnel matters, facility reservations, general museum information, and general communications
2. Management of calendar of the Director and coordination of meetings and events sponsored by the Museum and other university departments (25%)
1. Provides coordination of the Director's calendar to assist with the management of her time and the general museum office
2. Prepares information for meetings and related activities
3. Provides support for the Docent Council and Museum Enhancement Board meetings by preparing minutes and agendas
4. Makes arrangements for facilities, food and beverage service, and related services for meetings and events sponsored by the Museum and other university departments
5. Schedules events on master Groupwise calendar; publicizes events on university calendar; and lists events in AdAstra
3. Management and scheduling of all tours - California History, Explore with Me, and other visits as needed (20%)
1. Handles scheduling and confirmation of all tours
2. Records all information in tour database.
3. Sends confirmation letters with tour packet information to all tour groups.
4. Prepares materials and tour cart for day of tour.
4. Other responsibilities as assigned by the Director. Occasionally acts as a Team Leader for specific projects related to office management and/or administration.

II. Qualifications

1. Professional:
1. Bachelor's degree
2. Preferred three years of related experience
3. Knowledge of basic English grammar and composition
4. An interest in, and experience with, museums, educational institutions, or cultural organizations, preferred
5. Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning, writing and communication skills, and decision making processes
6. Previous experience working with volunteers preferred
7. Proficiency with Microsoft Office, Power Point, Excel, and Web-page software
8. Proficiency with Group Wise scheduling and electronic mail software
9. Familiarity with PeopleSoft financial system software and database management software
10. Familiarity with Razors Edge software preferred
11. Proficiency with the processing of financial transactions and basic bookkeeping
2. Personal:
1. Ability to work independently and exercise sound judgment
2. Excellent oral and written communication skills
3. Attention to accuracy and detail
4. Strong interpersonal skills
5. Excellent organizational skills with a demonstrated ability to balance and respond to a wide variety of demands
6. Self-directed and team-oriented individual with the willingness to take initiative and be flexible
7. An ability to work with a diverse range of co-workers, students, and members of the public
8. Ability to work flexible hours when needed, including occasional evenings and weekends, preferred
9. Strong customer service skills
10. Possession of a valid California driver's license

III. Application Procedure

1. Submit your resumes online.
2. Send a cover letter, resume and two business writing samples to Rebecca M. Schapp, Director, de Saisset Museum, Santa Clara University, 500 El Camino Real, Santa Clara, CA. 95053-0550.

Position will stay posted until filled.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. The report includes the type of crime, venue, and number of occurrences.