University of Wyoming Art Museum

Office Associate, Senior

Organization: University of Wyoming Art Museum

Position: Office Associate, Senior

Pay Range: $35,288/year

JOB PURPOSE:

Provide all aspects of administrative support to the Director, including anticipating information needs, major donor stewardship and development support. Schedule meetings, room reservations for Art Museum, manage multiple calendars, draft and/or proof correspondence. Manage travel arrangements, art museum memberships, museum store, visitor services and events. Provide admin support to National Advisory Board.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

-Provide all aspects of administrative support to the Director, including anticipating information needs, major donor stewardship and development support. Schedule meetings, draft and/or proof correspondence. Inform, follow through on complex donor support. -Provide organizational support for search committees, museum assessment/accreditation projects. Manage travel arrangements for visiting artists and scholars, position candidates and museum personnel. Manage art museum annual report. Manage office supply budget. Provide general administrative support to art museum personnel. Attend Centennial Complex monthly meetings to coordinate events with security and American Heritage Center.
-General office duties, responsible for art museum admin calendar, scheduling room reservations, meeting room set up, ordering office supplies and inventory of supplies, answering the main art museum telephone in the event Visitor Services is unavailable.
-Manage Museum Store in consultation with Assistant Director. —Responsible for sales, inventory and reporting. Manages display, supervises visitor services, responsible for updating handbook, forms and makes recommendations for museum store budget.
-Research, compile, develop, analyze and integrate data. Prepare related reports and correspondence; perform difficult research for special projects as assigned by supervisor.
-Staff National Advisory Board. All support duties for three annual meetings (includes booking hotel, scheduling catering, requesting board reports from departments, then preparing board report for –Director approval, prepare and organize all board meeting information, and room set up. Attend board business meetings and be available during committee meetings. Report membership/annual report information for the Directors report. –Contact person for Board members throughout the year and in absence of the Director.
-Create and maintain complex records system and databases. Manage Art Museum Membership. Take lead on planning and implementing annual giving campaign with Director and Foundation. Responsible for art museum membership renewal reminders, processing new memberships and gift thank you correspondence as approved by Director. Manage mailing list for art museum membership campaign and creating membership related activities/events.
-Plan and implement special events such as Opening receptions, Happy Holidays, Gala, Board meetings, Board Fundraising events. Event coordination with museum staff and campus partners; Event promotion with marketing, scheduling, agenda, event correspondence, RSVP’s, Board Meeting Planning/Preparations, Guest list, Catering, Florist, custodians, security, music, when necessary; set up, tear down.
-Ensure compliance of policies and procedures. Serves as primary contact for coordinating events in the art museum for outside units or agencies. Perform complex problem resolution. Serve as a resource for department and campus. Other duties as assigned by the Director.

REMOTE WORK ELIGIBILITY:

This position provides vital support to campus customers and requires the successful candidate be available to work on campus.

COMPETENCIES:
Analysis/Problem Identification
Attention to Detail
Consistency
Individual Leadership
Initiative
Quality Orientation
Work Prioritization & Management

MINIMUM QUALIFICATIONS:

Education: Associate’s degree

Experience: 1 year progressively responsible work-related experience

Required licensure, certification, registration or other requirements:

Valid driver’s license with a motor vehicle record (MVR) that is compliant with the University Vehicle Use Policy.

SALARY: $35,288

WEEKLY HOURS: 40 hours, M-F, 8am-5pm

DESIRED QUALIFICATIONS:

Experience with Microsoft Office tools: Outlook, Excel, PowerPoint, Microsoft Word, Teams
Experience with Advance, or similar financial or donation tracking system
Ability to take initiative, problem-solve, and work independently
Understanding of University policies and procedures
Excellent organizational skills
Strong attention to detail

REQUIRED MATERIALS:

Complete the online application and upload the following for a complete application: cover letter, resume or C.V. and contact information for four work-related references.

HIRING STATEMENT:
UW is an Affirmative Action/Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities.

In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation to apply for a position, please call 307-766-2377 or email jobapps@uwyo.edu

ABOUT LARAMIE:

The University of Wyoming is located in Laramie, a town of 30,000 in the heart of the Rocky Mountain West. The state of Wyoming continues to invest in its university, helping to make it a leader in academics, research and outreach. The university has state-of-the-art facilities in many areas and the community provides the advantages of a major university.

Located in a high mountain valley near the Colorado border, Laramie offers both outstanding recreational opportunities and close proximity to Colorado’s Front Range, a bustling group of metropolitan cities including Denver, Boulder, and Fort Collins. This beautiful mountain landscape offers outdoor enjoyment in all seasons, with over 300 days of sunshine annually. For more information about the region, please visit http://visitlaramie.org/