Staff Assistant, Visitor Services - Harvard Art Museums

Job Summary

The Harvard Art Museums welcome visitors from around the corner and around the world. The three museums that comprise the Harvard Art Museums house one of the largest and most renowned art collections in the United States and continued growth in visitation represents a significant enhancement in opening the museums and collections to all. The art museums seek an organized and customer service-oriented Staff Assistant to provide administrative support to the Visitor Services department. Reporting to the Director of Visitor Services, the Staff Assistant performs complex and confidential administrative and financial duties. The Staff Assistant serves as a point of contact for the department, both internally and externally, answering questions and providing support in a professional, courteous, and collaborative manner.  In addition, the Staff Assistant backs up Visitor Services and Shop Assistants as needed.
 

Position Description

Provides effective administrative support to the department:

• Answers division’s general phone line and email address. Assists and directs inquiries, and provides information on events, exhibitions, and museums policies as needed. Updates museums’ main phone line recording system.
• Prepares and updates digital and paper files, responsible for organizing documents on the shared network.
• Gathers and maintains data and assists in preparing reports, using a variety of software.
• Tracks a variety of information, including departmental Strategic Plan performance and interdepartmental use of museums’ publications.
• Manages Events Calendar.
• Provides backup support for group visits assistant.
• As needed, assists with the opening and closing procedures, and coverage for breaks and absences of the Visitor Services and Shop Assistants.

 Serves as the main purchaser for the department:

• Researches products and develops cost comparisons; including product development for special exhibitions as directed.
• Drafts major expenditure forms.
• Reviews all purchasing transactions for division.
• Provides backup for approving purchases.
• Processes all expenses for the director.
• Tracks inventory and orders department supplies in a timely fashion, compiles and updates list with vendor information.

 Supports financial processing and budget development:

• Assists with the development of annual budgets.
• Monitors the status of multiple budgets.
• Reviews detailed listing.
• Assists with revenue tracking.
• Counts, reconciles, codes and deposits weekly shop sales revenue.

 Assists with special projects:

• Creates presentations and supporting documents for meetings.
• Attends meetings and records minutes including action items.
• Assists with the development of visitor surveys and data collecting.
• Assists with special projects identified in the Strategic Plan.
• Related responsibilities as assigned.

Basic Qualifications

Minimum of three years of related experience. 
 

Additional Qualifications and Skills

Bachelor’s degree preferred. Experience with budget tracking and reconciling expenses and revenue. strongly preferred. Must be reliable, organized, and detail-oriented. Discretion with confidential information is essential. Excellent communication skills, both oral and written. Superior customer service and demonstrated problem-solving abilities. Proven ability to interact effectively with a wide range of people, and to be able to establish working relationships with a wide variety of constituents. Must be self-motivated, able to work independently and as a team member in a work environment of multiple and shifting priorities. Demonstrated knowledge of a wide range of software; experience with Harvard financial systems and University policies preferred.
 

Physical Requirements

Ability to lift up to 25lb. Able to walk, stand, stop, push and pull; must be able to reach and work about the shoulder, climb ladders, lift, kneel, twist and squat.
 

Additional Information

Requires appropriate attire as described by the department.  Must present a clean, neat, and professional image at all times.  The Harvard Art Museums are open year-round, so this position will be scheduled to work on some holidays.  Requires participation in customer service training. Occasional weekend and evening hours are required.

This is an on-site position, Monday-Friday, 9 am-5 pm.