European Art (1 position)

Modern and Contemporary Art (1 position)

Print and Photography (1 position)

DEPARTMENT: Curatorial

REPORTS TO: Department Head

CLASSIFICATION: Full-Time, Non-Exempt



GENERAL SUMMARY

Under the direction of the Department Head, the Administrative Assistant provides administrative support to the department and respective auxiliaries.

ESSENTIAL FUNCTIONS

Maintain department schedules and ensure workload for department is completed in a timely fashion.
Manage departmental communications, including email or other written correspondence, telephone calls and voice mail.
Assist with management of all respective auxiliary groups’ activities.
Create, maintain and organize departmental records, including hardcopy and digital files; transfer and archive electronic files on Office365 applications.
Assist with travel arrangements and complete expense reports for curators.
Manage travel arrangements, hospitality, and honorariums for guests. Manage departmental purchases and contracts with outside vendors, including vendor applications/contracts, requisitions in Expense Watch for approval, purchase orders for payments, and check requisitions.
Handle inter-departmental transactions, including submission of work orders, photography requests, maintenance of equipment, request for environmental services, and audio-visual set up. Submit deposit forms for payment for Board luncheons, membership dues, donations, commission works, trips and special events.
Update auxiliary information on the DIA website and social media outlet.
Perform other duties as assigned.
QUALIFICATIONS
EDUCATION AND EXPERIENCE

Bachelor’s degree required. Three (3) years of experience in administrative, clerical, and office management duties. Additional years of experience may be substituted for degree requirement.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to work occasional weekend and evening hours for special events.
Must be proficient in latest version of Office 365, including SharePoint, Word, Power Point, Outlook, and Excel.
Must have proficiency in the use of remote work technology such as scheduling with, connecting to, and using digital collaboration platforms such as Microsoft Teams.
Time management skills
Interpersonal/communication skills
Ability to multi-task
Ability to work with minimal supervision
Team player
Creativity
Self-starter
Flexibility
Attention to detail
Ability to manage work pressures
Ability to work with distractions
Problem-solving skills
Organizational skills
Research skills
Ability to work with sensitive material and maintain confidentiality
Must be able to establish and maintain professional, productive and courteous interactions that promote positive teamwork. This encompasses going beyond giving and receiving instructions and includes but is not limited to (a) performing work activities requiring interacting or speaking with others; and (b) responding appropriately to constructive feedback or suggestions for improvement from a supervisor.