TITLE: Administrative Assistant
REPORTS TO: Human Resources Representative and Chief Financial Officer
DEPARTMENT: Human Resources and Finance
TYPE OF POSITION: Full-time, non-exempt

Scope of Position
The Administrative Assistant performs a variety of roles within the Museum including administrative support to Human Resources and the Finance Office and general office support to the Museum.

Human Resources Responsibilities
• Assist with recruiting by posting jobs and tracking and responding to all resumes
• Coordinate staff activities; oversee event committees, coordinate all-staff meeting logistics, communicate with various departments regarding monthly staff breakfasts
• Prepare bi-weekly payroll change forms; ensure accurate information and run regular reports
• Coordinate performance management process
• Assist in benefits administration by processing enrollments, changes and terminations and responding to various inquires from staff
• Conduct employee orientation and termination sessions
• Maintain all HR and other files
• Oversee internship program; communicate with prospective and current interns and interns' supervisors, schedule intern lunches
• Other duties as required

Office Support Responsibilities
• Oversee maintenance and supplies related to copy machines and postage machine
• Coordinate cab vouchers
• Order kitchen supplies; water, coffee, tea, plastic utensils, etc.
• Order and oversee supplies of all letterhead, stationery, envelopes, business cards, etc.
• Maintain break room and mail room

Finance Responsibilities
• Provide administrative support to CFO
• Assist in preparation of Finance and Audit Committee meetings. Support includes scheduling meetings, assisting in preparation of meetings, attending meetings, formulating committee minutes, and follow-up mailings and action items
• Assist Finance Office with bill coding and absence authorization administration
• Track budget and expenses for museum-wide overhead costs
• Various projects and committee assignments as directed

Requirements
• High level of proficiency with Microsoft Word, Excel, and Powerpoint applications
• Excellent organization and project management skills
• Excellent written and verbal communication skills
• Human Resources experience helpful
• Ability to handle confidential and proprietary information with discretion
• College background and interest in cultural arts

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