Superior Public Museums (SPM)
Reports to: Executive Director
Date revised: April 19, 2021
The Museum Coordinator provides overall administrative, clerical, and staffing support to the Executive Director, staff, and the Board. Under the direction of the Executive Director, this employee is responsible for all of SPM’s clerical work and bookkeeping. This employee coordinates reservations and provides comprehensive event support for special events, programs, and other rentals. This employee recruits, trains, and supervises tour guides and volunteers and serves in the capacity of the Executive Director if absent.
DUTIES AND RESPONSIBILITES:
- Perform all bookkeeping activities in an accurate and timely manner, such as processing invoices, preparing checks for payment, preparing deposits, and providing records to the Executive Director and contracted accountant
- Act as Site Manager and host special events, weddings, dinners, etc.
- Recruit, train, direct, schedule and supervise part-time Tour Guides, Site Managers, and Gift Shop Clerks at one or more sites. (This includes providing disciplinary action, if needed.)
- Take reservations for the rental of the museums’ facilities for dinners, weddings, and other special events and send letters of confirmation and invoices
- Track attendance and receipts of events, parties, and programs
- Compile data for Annual Report
- Take reservations for group tours, such as bus, club, and family groups and send letters of confirmation and invoices
- Perform general typing to include letters, memos, reports and proposals
- Recruit work-study students from surrounding college campuses and submit their time sheets to their campus
- Recruit, train, direct, schedule and supervise volunteers
- Answer telephones and direct calls
- Prepare payroll bi-weekly of all staff for the contracted accountant
- Maintain mailing list for direct mail and e-newsletters
- Maintain calendar of events and activities for the museums
- Assist Executive Director with securing and maintaining external grants and gifts and develop new ways to build revenue through special events/fundraising.
- Provide administrative support and work at fundraising activities, events and programs
- Take minutes at all Board meetings
- Operate various office machines related to the duties of the position; have these machines serviced, if needed; negotiate leases
- Run errands to the bank, post office, accountant, signer of paychecks, cleaners, etc.
- Conduct bulk mailing process for the quarterly newsletter and for other mailings
- Give tours of Fairlawn Mansion, the Old Firehouse and Police Museum, and SS Meteor when needed
- Perform clerical work in the Gift Shop when needed
- Follow up and resolve billing and accounting issues; study money-saving ideas
- Order office supplies
- Note repairs and maintenance tasks needed and inform the Executive Director
- Update job descriptions for Site Managers, Tour Guides, and Gift Shop Clerks
- Receive telephone calls on weekends by Site Manager or Tour Guides concerning problems at the museum sites and suggest solutions to these problems
- Represent SPM at local, regional and national conference and meetings
- Serve on community committees, service clubs, and board to increase community outreach and build partnership
- Perform other related duties as required by the Executive Director
- Thorough knowledge of basic office financial procedures and record keeping systems in order to provide financial updates and support budget development
- Knowledge of cash handling and accounting
- Experience with computer systems (i.e. Microsoft Office) and financial management software applications (i.e. QuickBooks)
- Ability to:
- Perform varied complex and difficult clerical work, involving independent judgment and requiring accuracy and speed
- Be motivated, work independently and take initiative
- Prioritize and schedule work
- Use sound judgment in making decisions
- Adjust to work load changes and meet deadlines under pressure
- Compose and edit correspondence
- Maintain confidential files and privileged information
- Set up and maintain complex records and files
- Develop and maintain a thorough knowledge of the roles, organization, policies and procedures of Superior Public Museums
- Understand, apply and explain laws, ordinances, policies and procedures governing the museums
- Interview, train, supervise and recognize paid staff and volunteers
- Model positive and professional behavior to all staff, volunteers, and in the community, including a strong work ethic, punctuality and dependability, exceptional customer service, accuracy and thoroughness
- Evaluate and resolve potentially sensitive issues through discussion to build cooperation
- Establish and maintain an effective working relationship with others
- Communicate clearly and logically orally and in writing
- Operate word processing and computer systems for inputting, accessing and printing data and reports and operate standard office equipment
- Four years of increasing administrative experience.
- Demonstrated supervisory experience, that includes training, managing and performance management of employees.
- Ability to carry and lift 40 lbs., walk, stand, climb stairs, and distinguish color.
- Ability to work a variable schedule, including occasional weekends and evenings as needed.
- Able to pass a criminal background check.
- Possess a valid Driver’s License or be able to obtain suitable transportation as necessary as approved by the Executive Director.
- FLSA Exempt—Salary
- Full-time position, 40 hour/week position with a paid time off
- The salary range for this position is $33,000- $36,000 and will be based on experience and qualifications.
- There will be a 6-month probation period. After the first 6-months, a potential salary increase may be offered if available.
- Send your resume/curriculum vitae, cover letter, and contact information for three professional references to Ms. Megan Meyer at firstname.lastname@example.org
- Posting closes: June 7, 2021
- Anticipated start date: July 5, 2021