Department Assistant

The Department Assistant is responsible for administrative assistance to associate museum directors of museum experiences and service and engagement.  Performs diverse administrative functions ensuring flow of work, schedule alignment, project completion, and communications.

Qualifications

Education and Experience: High school diploma or equivalent required. Bachelor’s Degree and/or three years’ experience working in a museum environment preferred. One year of experience in working with a diverse group of constituents. Experience with bookkeeping, museums or non-profits, and collection databases is a plus. 

Knowledge, skills, and abilities: Highly organized and skilled in calendar management. Excellent interpersonal communication and problem-solving skills and be able to work with a diverse group of constituents. Proficient typing skills and knowledge of MS Office (Word, Excel, PowerPoint, Outlook and Teams) as well as remote conferencing software (such as Zoom).

PHYSICAL REQUIREMENTS: Must be able to move packages with small hand truck or dolly, lift objects (up to 30 pounds), move about the museum, and stay in one spot for long periods of time.

Principal Accountabilities

1. Provides essential and timely administrative support to the Associate   Museum Directors. Answers telephones and records and distributes   messages as needed.
2. Maintains daily calendar, schedules in-person and online   appointments and meetings with internal and external stakeholders.
3. Prepares, organizes, and proofreads documents as required. Drafts     emails, letters, reports, summaries, schedules, meeting agendas and   minutes, and/or other communications as required.
4. Establishes appropriate record-keeping systems and maintains an   efficient and up-to-date filing system. Maintains inventory of office   equipment and supplies.
5. Makes travel arrangements and other reservations. Tracks expense   charges and, if appropriate, assists with completing online expense   reports.
6. Assists with coordination of meetings/events on behalf of Associate   Museum Directors as needed, which may include arranging for   internal venues/catering, managing invitations, creating slide   decks/presentations, and/or other related logistics.
7. Assists with reporting and tracking of information (contract routing,   grant deliverables, Rangos concessions tracking, school/partner   contacts, etc.).
8. Performs other responsibilities as required.

FACTORS FOR SUCCESS

1. 1. Accomplishes responsibilities with a minimum of supervision. Meets established deadlines while also handling multiple projects. Keeps abreast of changes in office and records administration.
   2. Resolves problems, as appropriate, including rescheduling appointments or taking other remedial steps when unforeseen problems and events arise, uses judgment to obtain approval for actions when necessary.
   3. Displays diligence, courtesy, and sensitivity in dealing with the public. Keeps knowledgeable of current changes and events at CSC to be able to effectively respond to visitor or staff needs.
   4. Maintains confidentiality of information at all times.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential. D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.  G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.