MOA Administrative & Staff Assistant

Brigham Young University • Provo, UT

5d • Onsite

About The Position

This role serves as a key administrative partner to the Museum Director and staff, overseeing daily office operations, scheduling, records, purchasing, communications, and support for museum activities. The position also coordinates museum facilities and events while building positive relationships with university departments, staff, visitors, donors, and guests. Strong organization, communication, attention to detail, and the ability to manage multiple priorities are essential.

Requirements

• A firm commitment to the mission of BYU
• Minimum of two years of office, administrative, or related professional experience.
• Strong administrative and organizational skills.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook.
• Strong written and verbal communication skills.
• Knowledge of general office practices and procedures.
• Ability to train and supervise student employees.
• Ability to manage calendars, appointments, events, and complex scheduling needs.
• Ability to prioritize and organize workload effectively.
• Ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Strong attention to detail and follow-through.
• Ability to exercise sound judgment and maintain appropriate confidentiality.
• Ability to interact professionally and effectively with administrators, faculty, staff, students, donors, guests, and members of the public.
• Ability to work independently while collaborating effectively with museum staff and university departments.

Nice To Haves

• Knowledge of database and contact-management systems.
• Familiarity with museum operations, policies, and procedures.
• Experience with event planning and coordination.
• Experience with records retention, records management, or archival practices.
• Familiarity with Workday or similar financial and administrative systems.
• Bachelor's degree in business, art history, museum studies, or a related field.
• Previous museum, university, arts administration, or similar professional experience.

Responsibilities

• Provides executive administrative support to the Museum Director, Assistant Director, curators, and museum staff, including correspondence, scheduling, communications, and special projects.
• Develops and implements effective administrative office policies, procedures, and processes.
• Hires, trains, schedules, and supervises part-time student administrative assistants.
• Manages museum purchases, Workday expense reports, and assists staff with Workday and business/guest travel processes.
• Coordinates travel arrangements, meetings, agendas, minutes, and the Museum’s administrative calendar.
• Manages museum mailings, contact databases, administrative files, records, and archival materials in accordance with university policies.
• Serves as the Department Records Retention Manager and oversees the organization and preservation of digital and physical records.
• Responds to administrative inquiries, welcomes visitors, and directs questions to the appropriate museum or university personnel.
• Maintains the professional appearance and organization of the administrative office, including office equipment, supplies, and staff break room.
• Coordinates the use of museum facilities with university departments and other approved groups for classes, lectures, performances, meetings, and other activities.
• Plans, organizes, and executes museum, staff, donor, and special events, including exhibition openings, retreats, field trips, and annual department events.
• Coordinates event logistics, including scheduling, facilities, catering, supplies, communications, and other arrangements with museum and university personnel.
• Provides courteous, responsive, and professional service to museum staff, university personnel, patrons, donors, guests, and community members.
• Facilitates administrative questions and concerns while promoting effective communication and collaboration across the Museum and University.

Benefits

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)
• Generous vacation and sick time, plus 13 paid holidays
• Employee assistance program, available to the employee and all members of their household
• Tuition benefits for employees and eligible family members
• Access to athletic facilities
• Excellent medical/dental benefits
• Short/long term disability benefits
• Paid parental and maternity leave
• Wellness program
• Free on-campus parking
• Free UTA passes for employee, spouse, and qualified dependents
• Discounts at the BYU Store and for many events at BYU

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level