| Job Description Summary | The Museum Assistant provides visitor services, assists in coordinating volunteer docents and student workers, and assists in providing general office coordination for Chapman University’s Hilbert Museum of California Art. This staff member serves as the primary front-desk visitor services attendant on the Hilbert Museum’s North Desk, welcoming visitors, checking them in, and monitoring basic building visitor capacity and safety needs.
The position also assists in scheduling, communicating with, deploying and monitoring attendance of Hilbert volunteer docents and student employees. This position handles basic office duties (typing, filing etc.), assists with book sales, and assists in executing Hilbert Museum policies and procedures to enhance its visitor experience and fulfill its mission. May assist at evening events as needed. Note that regular work hours at the Museum are 8am-5pm TUES-SAT. |
| Responsibilities | Visitor and Event Services - Assistant’s regular work hours will be Tuesday-Saturday, 8 am to 5 pm. Some evening hours may be required for special events.
- Staff the North Desk of the Hilbert Museum during public opening hours, Tuesday-Saturday 11:00 am – 5:00 pm. NOTE REQUIRED SATURDAY HOURS. Assistant will also maintain regular work hours during Chapman University’s winter holiday break and spring break, when museum remains open to the public.
- Schedule, deploy and oversee student employees and docents to assist at desk and in galleries.
- Greet visitors and remind them of museum etiquette and rules as they enter the museum, or delegate docents to assist with this.
- Answer phone calls and general questions about the Museum, exhibitions, and hours. · Record daily museum attendance and visitor survey information.
- Alert managers or campus Public Safety officers as needed to maintain a secure and safe Museum environment.
- Maintain clean appearance of North Desk lobby area.
- Coordinate with campus custodial to assure health and sanitation measures inside museum are maintained.
- Assist with book sales.
- Assist with Museum special events as required (some evening work).
- Provide general support to Museum Director and Registrar as assigned.
Administrative Support
- General office coordination as required, including typing, filing, maintaining records, updating museum calendar, etc, as needed,
- Answer phones, assist in other office duties such as typing and filing.
- Type and proof documents and correspondence as assigned.
- May assist in scheduling calendar items and meetings and coordinating logistics for equipment, catering, room requests, etc.
- May assist with processing forms and maintaining records, including preparing, submitting and tracking billings, check requests, purchase orders, expense reports and other university forms or documents.
- Handle and distribute outgoing and incoming mail
- Train as needed to perform daily duties.
- Maintain office equipment and supplies.
- Assist in gathering data and images for reports and presentations.
- Assist in maintaining media clip book.
- Assist in maintaining accurate, up-to-date mailing lists.
- Assist in tracking ads and other marketing materials.
- Provide general support to Museum Director and Registrar as assigned.
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| Required Qualifications | - Bachelor’s degree or equivalent experience in relevant field
- Demonstrated office management, customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the university community
- Demonstrated organizational and task management skills
- Dependability, flexibility, and adaptability to work in a small department
- Must be able to remain calm in stressful situations and help resolve patron questions or complaints with respect, tact and courtesy Knowledgeable in standard computer equipment, applications, and programs, such as Microsoft Office, Excel, Zoom, Adobe etc.
- Experience working with students in a university environment Strong organizational skills to maintain office files, schedule, prepare bills, maintain records, calendar, and coordinate logistics for meetings and special events
- Ability to use tact, diplomacy and maintain a high level of confidentiality
- Technical skills to learn to use various software systems
- Typing skills to prepare correctly formatted business correspondence
- 1-3 years’ experience in providing office management, administrative support and/or customer services, preferably in visual arts profession or related field
- Ability to work as a collegial team member on a small, tight-knit staff.
- Ability to take directions and complete projects with minimal direct supervision
- Ability to work and communicate effectively at multiple levels within and outside the University.
- Ability to supervise, coordinate and work with students
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| Desired Qualifications | - Good verbal communication skills; a persuasive, friendly and passionate communicator with strong interpersonal and multidisciplinary project skills
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| Special Instructions to Applicants | Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate. |
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