Administrative Assistant, Education and Family Programs

Skirball Cultural Center•Los Angeles, CA

1d•$22

About The Position

The Skirball Cultural Center seeks a dynamic, self-motivated, detail-oriented, flexible team player for the position of Administrative Assistant. This role is responsible for providing administrative, clerical, and financial management support to the Education and Family Programs team and reports to the Vice President of Education and Family Programs. This is a full-time position working Monday through Friday with the flexibility to work weekends, and occasional evenings or holidays, as needed. Rate: $22/hour Responsibilities: Support Education and Family Programs offerings for students, teachers, families, docents, volunteers, and interns by successfully performing the day-to-day operations of the department in close partnership with Coordinators, Managers, and program leads. Work closely with other departments at the Skirball as well as school and community partners. Coordinate a wide range of clerical and administrative duties including managing general office operations, preparing correspondence; maintaining the department budget; tracking and reconciling expenses and income; creating reports; contract management; placing supply orders; generating, editing, and reformatting documents; maintain digital and physical department files and records as needed; responding to inquiries, and other projects as assigned. Work closely with department team members to streamline communication and coordinate a full range of meetings and events. Serve as the department’s main administrative point of contact with other departments, including Operations, Communications and Marketing, and the Museum. Facilitate, schedule, and arrange staff travel and professional development. Track and maintain both individual and department memberships. Support Education programs by regularly welcoming students, teachers, and visitors to the Skirball. Occasionally work with visitors in Noah’s Ark and in various participatory cultural offerings for families including campus wide festivals and other drop-in programs. As the department receptionist, meets, greets, and escorts visitors; responds to telephone calls for a supervisor in a timely, friendly manner and assists callers as able. The Administrative Assistant determines the best approach to meet deadlines and accomplish priorities by drawing on their own initiative, judgment, and business knowledge.

Requirements

Two or more years of experience in a clerical/administrative support role within a corporate or nonprofit/cultural environment.
Strong interpersonal skills; team player with a warm and welcoming manner, patience, diplomacy, and ability to work well with people of different ages, abilities, communities, and work styles.
Excellent oral and written communication skills with strong attention to detail.
Excellent organizational skills with the capacity to oversee detailed schedules.
Skilled at communicating with Microsoft Office, including Word, Excel, Outlook, Teams, One Drive, and Zoom; Experience with systems management software Financial Edge, Altru, and FileMaker Pro.
Proven ability to meet deadlines, follow through, exercise good judgment, take initiative, and manage a changing and varied workload.
Ability to work long hours that require physical agility (kneeling, crouching, lifting, sitting on floor, etc.) and sustained energy.
Personal resonance with the Skirball’s mission; ability to convey it to visitors.

Nice To Haves

Bachelor’s degree in Museum Education, Education, Art History, History, Communications, or a related field.
Prior experience working with adult volunteer populations and/or young people.
Prior experience working in a culturally specific organization, with knowledge of Jewish history, culture, and traditions.

Responsibilities

Support Education and Family Programs offerings for students, teachers, families, docents, volunteers, and interns by successfully performing the day-to-day operations of the department in close partnership with Coordinators, Managers, and program leads.
Work closely with other departments at the Skirball as well as school and community partners.
Coordinate a wide range of clerical and administrative duties including managing general office operations, preparing correspondence; maintaining the department budget; tracking and reconciling expenses and income; creating reports; contract management; placing supply orders; generating, editing, and reformatting documents; maintain digital and physical department files and records as needed; responding to inquiries, and other projects as assigned.
Work closely with department team members to streamline communication and coordinate a full range of meetings and events.
Serve as the department’s main administrative point of contact with other departments, including Operations, Communications and Marketing, and the Museum.
Facilitate, schedule, and arrange staff travel and professional development.
Track and maintain both individual and department memberships.
Support Education programs by regularly welcoming students, teachers, and visitors to the Skirball.
Occasionally work with visitors in Noah’s Ark and in various participatory cultural offerings for families including campus wide festivals and other drop-in programs.
As the department receptionist, meets, greets, and escorts visitors; responds to telephone calls for a supervisor in a timely, friendly manner and assists callers as able.