JOB TITLE: Administrative Assistant, Modern and Contemporary Curatorial Department

DEPARTMENT: Curatorial

REPORTS TO: Department Head

CLASSIFICATION: Full-Time, Non-Exempt

REMOTE WORK ELIGIBILITY: Partial

GENERAL SUMMARY

Under the guidance 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.
Compile and submit information regarding auxiliary and events for website and social media posts to Marketing and Communication.
Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.
Perform other duties as assigned.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Bachelor’s degree in related field 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

Must have solid office administration skills, including ability to maintain files and keep items in a logical and organized manner, and operate most office equipment.
Demonstrated ability to work with attention to detail and produce accurate results.
Demonstrated skills to prioritize and complete multiple tasks to meet deadlines and goals.
Must have demonstrated active listening and communication skills and an ability to communicate clearly and professionally.
Ability to provide information, ideas, and instructions clearly, effectively, and professionally through talking or writing.
Demonstrated flexibility and adaptability to changes in priorities based on operational need.
Must possess a demonstrated understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
Ability to work occasional weekend and evening hours for special events.
Must be proficient in the latest version of Office 365.
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.
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.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone, and email.

This job description describes the general nature of the duties and requirements of this job. It is not intended to be an exhaustive list or to limit the supervisor’s ability to modify work assignments as appropriate.

THE DETROIT INSTITUTE OF ARTS IS AN EQUAL OPPORTUNITY EMPLOYER.

The Detroit Institute of Arts

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