Working/Functional Title

Executive Secretary to Museum Admin

Position Summary

Executive Secretary 50%

• Oversees day-to-day needs of the museum’s administrative office.
• Manages the Executive Director’s calendar and acts as point person for scheduling and communication.
• Prepares agendas, presentations, correspondence, reports, and other requested documents as required by administration, maintaining a high level of confidentiality.
• Organizes meeting logistics for in person and virtual meetings, including liaising with the Board of Advisors on behalf of the museum.
• Assists with special projects and special events as requested.
• Coordinates distribution of information and reports with the unit.
• Attend meetings and take minutes for distribution as requested.
• Organizes travel arrangements including airline, car and hotel for Executive Director
• Organizes travel arrangements visitng artists, scholars, and other museum guests.

Finance 25%

• Maintains high level knowledge of purchasing and procurement practices. Provides support to the HR and Finance coordinator in setting up vendors, disbursement vouchers and requisitions.
• Provides monthly review and reporting in areas of responsibility and assists the HR and Finance Coordinator in distribution and follow up of reports.
• Initiates purchasing for administration, reconciles account transactions, and maintains purchasing card records. Acts as back up to other museum departments for purchasing.
• Deposits checks and acts as backup to HR and Finance coordinator and Visitor Services coordinator for cash deposits.
• Monitors and reports on museum travel and professional development budgets and reconciles the journal entry system and Travel Cards expenditures.
• Manages administrative office budget; ensures accurate and timely reporting.

HR  15%

• Implements and maintains effective record management systems for the museum’s records.
• Supports HR and Finance coordinator in hiring, onboarding and HR processes.
• Coordinates recruitment of job applicants. Arranges interviews, prepares itineraries and hiring materials, manages travel and reimbursements for candidates.
• Acts us backup Unit Time Approver to HR and Finance coordinator.

Additional Responsibilities 10%

• Manages incoming and outgoing mail/deliveries for the museum.
• Ensures administrative office public spaces are organized, stocked and presentable.
• Other duties as assigned

Unit Specific Education/Experience/Skills

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

• Experience supporting Executive Level Management in Higher Education or nonprofits.
• Experience with Office 365 and Teams.
• Familiarity with contemporary arts organizations and/or museums.
• Experience coordinating with a nonprofit board.  

• Experience supporting upper-level management with calendaring (Microsoft Outlook) and travel
• Excellent oral and written skills to draft, prepare, and produce a variety of documents and reports.
• Experience arranging travel and expense reports in Concur or equivalent systems.
• Familiarity with Enterprise Business Solutions, SAP, Kuali Financial Systems, Power BI or equivalent systems.
• Knowledge of PCards or corporate purchasing cards.
• Proficient in Microsoft Excel and basic formulas.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume and cover letter 

Work Hours

● 8:30am-5:00pm ● Occasional evening and weekend hours.

Website

https://broadmuseum.msu.edu/

Bidding eligibility ends September 19, 2023 at 11:55 P.M.

About Michigan State University

Spartans work every day to advance the common good in uncommon ways.Together, we tackle some of the world?s toughest problems to find solutions that make life better?from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.We're good at it, and we've been at it for more than 150 years.The nation?s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.Today, MSU is one of the top research universities in the world?on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we?re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.

Connections working at Michigan State University