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The Museum of Art seeks to recruit and retain a diverse workforce as a reflection of our commitments to serve the diverse people of Michigan, fulfill the Mission’s mission, and sustain the excellence of the University of Michigan Museum of Art.

To learn more about diversity, equity, and inclusion visit https://umma.umich.edu/diversity-equity-and-inclusion

For full consideration please provide a resume, with cover letter, describing how your experience and qualifications relate to the position requirements. Women and minorities are encouraged to apply.

Job Summary

The Assistant to the Director performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of the Museum’s mission, policies, and practices. The Administrative Assistant reports to Director of Partnerships & Chief of Staff.

Responsibilities*

Maintains proper and consistent protocol in the Director’s Office; communicates tone of the Museum while providing necessary information, materials, and assistance with inquiries.

Works closely with the Director on gifts of art, exhibition proposals, and loan requests. Initiates, composes and prepares original correspondence, reports, etc.  Maintains digital and hardcopy files. Facilitates materials for distribution to the Museum’s Executive Committee and other leadership groups. Prepares and distributes minutes of meetings. Provides essential stewardship and support for Director’s new and ongoing relationships with key constituents.

Facilitates gifts of art process and works together with Director, Deputy Director, Curatorial Affairs, curators, and Chief Registrar to ensure timely, thorough review of works offered. Answers questions and communicates decisions and next steps with donors.  Receives all exhibition proposals, documents requests, compiles summary reports and conducts initial review and plans for next steps with Director of Exhibitions & Publications. Responds to all inquiries and solicits additional information as necessary. Distributes all loan requests to Chief Registrar and appropriate curator. Alerts institutions of the status of their requests and receives additional information.

On behalf of the Director, or in her absence, obtains necessary information to act on routine and special requests made to the Director, such as support for donor and collector relations. Provides customer service and problem solving to internal and external partners.

Effectively schedules and manages the Director’s time, exercising a high level of discretion and judgment.  Maintains the calendar of the Director and briefs her on weekly and daily on commitments (briefings to include all necessary documents).  Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.  Screens telephone calls and visitors, and resolves both routine and complex inquiries.  Prepares University credit card  and hosting documentation for reconciliation.

Autonomously schedules/calendars varied and complex meetings, special events, and other non-standard activities, including meeting prep, logistical support and follow-up as well as hosting responsibilities. Assists in coordinating all-staff meetings and activities, including curatorial briefings & team-building outings.

Routinely works to engage potential customers and complete the initial request for facilities’ rentals. These requests come from a variety of sources:  U-M, private, corporate and other non-profit organizations. Requests are sent to an UMMA email address where they are processed by considering purpose of the event, available dates, times, and spaces. Correspondence is done electronically including sending an application and confirmation of the event. This revenue-generating activity is external facing and important customer service skills are required.

Proactively carries out general office duties including filing (hard copy and digital), copying, faxing, and providing technical assistance as requested for speeches and presentations. Maintains Director’s contacts and a comprehensive list/file of all projects in progress and for archival purposes. Gathers and manages Director’s research materials including purchasing books and journals, checking out library books, copying materials as necessary. Manages and maintains periodical subscriptions and institutional memberships. Provides administrative support to the Deputy Director, Chief Administrative Officer and Deputy Director for Advancement and Chief Strategy Officer on special projects related to the Director’s initiatives as needed. Other responsibilities and tasks per Director’s discretion assigned as needed.

Required Qualifications*

Must have a bachelor’s degree or equivalent work experience. Must have 3-5 years of professional experience working in a support capacity. Must be able to work successfully in a matrix environment.  Should have expert-level skills in communication, technology use and relationship management. Demonstrated ability to problem solve and skills in customer service.

Desired Qualifications*

Art history or arts administration training desired. Needs to be able to communicate and work with all levels of constituents effectively, while operating in a fast-paced, customer-service environment.  Must be able to work independently and as a team member. Can set priorities and adapt as these priorities shift, must handle multiple assignments and deadlines, and display excellent judgment, while operating in a flexible and professional manner.

 

Should have the ability to handle details, including follow-up, for multiple ongoing projects. Demonstrates discretion when dealing with highly sensitive or confidential information. Must demonstrate excellent written and verbal interpersonal and communication skills.  Evidence of commitment to diversity, equity, and inclusion. Can demonstrate a great can-do attitude.

Mission Statement

The University of Michigan Museum of Art seeks to transform individual and civic life by promoting the discovery, contemplation, and enjoyment of the art of our world.

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.