Administrative Assistant/Office Manager, University Art Museum

Posted: 07/26/17 | SHARE:


This position provides professional support for the University Art Museum. The candidate must be highly organized and willing to work collaboratively with University staff, faculty, and students, as well as members of the community to advance the goals of the museum. This individual must possess a wide range of administrative, computer, writing and interpersonal skills.

  • Responsible for overall operation of the museum office and providing professional support 
  • Prepare and submit grant applications; gather research, prepare and submit final grant reports to funding agencies
  • Responsible for office communications; draft newsletters, reports and web features
  • Responsible for social media outreach, generating daily posts/tweets to applicable outlets
  • Coordinate museum events, including lectures and receptions
  • Supervise office graduate assistants, interns, and work study students
  • Oversee creation and maintenance of institutional records and archives; develop policies and procedures related to use of physical and digital archive
  • Work with museum director to prepare and maintain annual budget; track expenses, income and perform monthly reconciliation
  • Monitor professional appointments with respect to operative dates for contract renewal, appointments, performance programs and evaluations
  • Manage the museum's internal and external calendars of exhibitions and events
  • Manage purchases of goods and services, including office equipment, supplies, service agreements, and contracted services
  • Responsible for the museum's mailing databases and developing policies for internal use
  • The candidate is required to work evening and weekend hours as needed.


Minimum Qualifications:

  • Bachelor's degree from a college or university accredited by a U.S. Department of Education or internationally recognized accrediting organization
  • 3 - 4 years of demonstrated professional administrative experience
  • Proficiency in Microsoft Office Suite
  • Exceptional organizational and management skills with the ability to work in a busy, team-based, deadline-driven office environment
  • Excellent written and verbal communication skills
  • Expertise in internet research and social media platforms
  • Experience planning, managing, and reconciling budgets
  • Ability to work with a culturally diverse population

Preferred Qualifications:

  • Interest and/or knowledge of the visual arts

Additional Information:

Professional Rank and Salary Range: Staff Assistant, SL-2

Start Date: October 1, 2017

Closing date for receipt of applications: August 19, 2017

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at    


Please apply online via

To apply:

Applicants MUST submit the following documents:

  • Resume
  • Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
  • Contact information for three professional references
  • Writing sample (no more than 500 words)

Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).

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