Administrative Assistant (Pt)

William King Museum of Art

Position Title: Administrative Assistant (PT)

Position Description: This position supports administrative functions for the museum’s

Director, specifically with meetings and communications associated with board and staff

management; and with fundraising activities, particularly those associated with donor base

management, mailings, and receptions. This position will also be responsible for coordinating

volunteers to manage the front desk of the Museum. This position reports to the Museum’s

Director and works closely with the Business Manager and Director of Annual Fund.

Essential requirements for this position are the ability to work independently while within the

framework of an organizational work plan, to maintain flexibility, to communicate easily with a

variety of individuals and groups in order to promote good working relationships, and to

display a natural tendency for editing materials produced by others.

This position will also include weekend shifts.

Specific aspects of this position include:

*managing meetings of the Director, including those for board, staff and community committees;

preparation of packets; setting the room and managing (but not taking) the minutes for all meetings,

and including taking minutes for staff meetings;

*managing communications for the Director, serving as the primary contact person when appropriate;

*collecting incoming mail from PO Box and mailbox and managing outgoing mail when necessary;

*being aware of and keeping current the daily calendar for the Director and adding/deleting items as

needed;

*keeping the schedule, paperwork, notebooks and any other written materials related to the work of

the Board of Trustees in the name of the Director;

*managing and coordinating the volunteer program through oversight of the Business Manager;

*recruiting and training individuals who will function as volunteer frontline staff, greeting and

providing basic information about the Museum to visitors, keeping light security watch over the

galleries, answering and processing phone calls when appropriate, and making sales of the limited

items offered in the lobby;

*managing and maintaining all paper files for administration;

*participating in large mailings, as needed;

*serving as manager, with the Assistant Business Manager, of all Museum numbers: visitors, education

participants, events, and receptions;

*and other duties as assigned by the Director or Business Manager

Job Type: Part-time

Pay: $15.00 - $18.00 per hour

Expected hours: 20 – 30 per week

Schedule:

• 4 hour shift
• 8 hour shift

Work Location: In person