The Department Assistant is responsible for providing administrative assistance to Arts Ed Collaborative (AEC), an independent project of Carnegie Museum of Art. The position directly supports AEC’s Executive Director and Director of Evaluation and Planning, performing diverse administrative functions ensuring flow of work, schedule alignment, project completion, and communications.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE: Equivalent required. Bachelor’s Degree and/or three years’ experience working in a nonprofit environment preferred. One year of experience in working with a diverse group of constituents. Experience with bookkeeping, museums or non-profits, and customer relationship management (CRM) 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 Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams), as well as remote conferencing software (such as Zoom). Experience working with relational databases and/or customer relationship management platforms – such as Salesforce – preferred. Ability to work independently and productively, including being self-directed, monitoring tasks, and meeting deadlines.

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 AEC’s Executive Director and Director of Evaluation and Planning. Answers telephones and records and distributes messages as needed.

1. Maintains daily calendar, schedules in-person and online appointments and meetings with internal and external stakeholders.

1. Prepares, organizes, and proofreads documents as required. Drafts emails, letters, reports, summaries, schedules, meeting agendas and minutes, and/or other communications as required.

1. Establishes appropriate record-keeping systems and maintains an efficient and up-to-date filing system. Maintains inventory of office equipment and supplies.

1. Makes travel arrangements and other reservations. Tracks expense charges and, if appropriate, assists with completing online expense reports.

1. Assists with coordination of meetings/events on behalf of Executive Director and Director of Evaluation and Planning as needed, which may include arranging for internal venues/catering, managing invitations, creating slide decks/presentations, and/or other related logistics.

1. Assists with reporting and tracking of information (contract routing, grant deliverables, school/partner contacts, etc.).

1. Performs other responsibilities as required.

FACTORS FOR SUCCESS

• Accomplishes responsibilities with a minimum of supervision. Meets established deadlines while also handling multiple projects. Keeps abreast of changes in office and records administration.
• 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.
• Displays diligence, courtesy, and sensitivity in dealing with the public. Keeps knowledgeable of current changes and events at Arts Ed Collaborative to be able to effectively respond to constituent or staff needs.
• Maintains confidentiality of information at all times.

Please see a full list of requirements on the Carnegie Museums' Career Site.

This Full-Time position is eligible for the Carnegie Museums' many Benefits.