Office and Events Coordinator

Job Description Summary

The Hilbert Museum Office and Events Coordinator provides general office clerical and administrative support and visitor services coordination and is responsible for the coordination and support for events held at or planned by the museum. This is a full-time staff position that supports the Museum Director Registrar and Associate Director of Museum Operations. Note that the required office hours are 8am-5pm WED - SUN . Nights and weekends are needed at times in support of events and visitor services. This is an in-person non-hybrid position. The Office and Events Coordinator will also maintain regular work hours during university holidays and breaks (i.e. winter holiday break and Spring Break) when the Hilbert Museum remains open to the public.

Responsibilities

Event and Volunteer Coordination Assist the Director and other museum staff in coordination and oversight of events planned by the museum and liaise with other university units holding events at the museum. This can include oversight of mailing lists invitations mailings reservations payment tracking arrangement and scheduling of catering and related services creation and preparation of collateral etc. Assist the Associate Director of Museum Operations to schedule calendar items and meetings and coordinate logistics for equipment catering room guests etc. Coordinate Museum special events liaising with campus event planners and the Ticketing Office Facilities caterers maintaining event records and assisting with planning and / or coordination as needed. Coordinate event logistics including volunteer scheduling (in collaboration with Museum Assistant) creating timelines and checklists. Assist in stewardship protocols : sending notes to donors and sponsors thank you notes to volunteers sharing photos with campus collaborators etc. Schedule group visits to the Museum and keep staff updated on upcoming tours. Visitor Services and Museum Operations Assist docents volunteers and student employees in greeting visitors and reminding them of museum etiquette and rules as they enter the museum. 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. Coordinate with campus custodial to assure health and sanitation measures inside the museum are maintained. Complete the daily opening and closing of the buildings and all associated tasks including lobby front desks doors etc. Administrative Support Provide general support to Museum Director Registrar and Associate Director of Museum Operations as assigned. General office management and tasks including running attendance and ticketing reports typing filing maintaining records updating the museum calendar and other duties as assigned. Answer phones assist in other office duties such as typing and filing. Prepare data entry run reports and maintain updated data lists for use with visitor services and event planning. Maintain clean appearance of front desk lobby area. Updating and maintaining museum voicemail messages as needed. Type and proof documents and correspondence as assigned. Handle and distribute outgoing and incoming mail. Maintain office equipment and supplies. Assist in gathering data and images for reports and presentations. Type written correspondence pertaining to programming proposals marketing materials memos and Maintain media clip book. Maintain accurate up-to-date mailing lists. Assist in tracking ads and other marketing materials. Other Duties as Assigned

Required Qualifications

Demonstrated office management customer service and interpersonal skills including the ability to foster effective relationships and work with various groups 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 customer complaints with tact and courtesy. Strong organizational skills to maintain office files schedule calendar and coordinate logistics for meetings and special events. Ability to work as a collegial team member on a small tight-knit staff; supervise coordinate and work with students.

Required Experience :

IC

Key Skills

Office Manager Experience,Microsoft Office,Customer Service,Computer Skills,Microsoft Outlook,Microsoft Word,QuickBooks,Medical office experience,Office Experience,Front Desk,Microsoft Excel,Administrative Experience

Employment Type : Temp

Experience : years

Vacancy : 1

Monthly Salary Salary : 25 - 28