Division Coordinator

CMA•Cleveland, OH

About The Position

The Division Coordinator under the direction of the Chief Exhibition, Design, and Publications Officer (CEDPO), carries out a diverse range of administrative responsibilities for the division with primary support to the CEDPO. Executes routine administrative assignments related to the overall management of the division. Performs other work-related tasks as assigned. Acts in a confidential capacity.

Requirements

Associate degree with course work in office administration; three to five years related experience and/or training; or equivalent combination of education and experience.
Employee should possess good organizational, research, computer, interpersonal, and communication skills, as well as the ability to prioritize work projects and work well under pressure to meet deadlines.
Prior administrative experience required.
Previous experience with word processing software, accounting spreadsheet software, computer database management as well as basic office equipment and copy and fax machines.

Responsibilities

Make appointments and maintain calendar for supervisor and assure that complete/accurate information is available for all matters.
Prepares supervisor for meetings, as needed, by providing supporting documentation and additional pertinent information.
Provide/distribute information, field questions, arrange meetings/locations, and other miscellaneous responsibilities as assigned.
Take meeting notes and distribute as needed.
Arrange travel and accommodations for CEDPO and for CMA guests as needed.
Process expense reports for CEDPO.
Maintain organizational files and records.
Maintains control files for matters in progress and follows up to ensure that actions are completed and materials are accurate.
Responsible for standard office procedures including assigning purchase order numbers, processing invoices, distributing mail, and ordering supplies.
Types letters, statements, narrative and statistical reports, minutes, PowerPoints, and other related materials.
Prepares materials for transfer to Archives according to the museum’s retention policies.
Answers telephone, takes messages, and relays information to appropriate staff members.
Makes telephone calls to obtain/verify information.
Coordinates some office functions with other departments as assigned.

Benefits

Partner level membership to CMA
Free, unlimited admission to select Cleveland Museum of Art ticketed exhibitions (two adult member tickets per visit, subject to availability)
50% off admission to select ticketed exhibitions for members' guests
Free admission to select ticketed exhibitions for unlimited children, 17 and younger, when accompanied by a member
Priority registration and discounts for museum art classes for adults and children
20% discount in the museum store
10% discount in the museum restaurant and café
Annual subscription to Cleveland Art members magazine
Free Garage Parking
Your employment relationship with the museum qualifies you for free or discounted admissions to other cultural institutions such as the Natural History Museum, Botanical Gardens, The Cleveland Zoo, etc.
Medical
Dental
Vision
Life and Accidental Death and Dismemberment Insurance
Voluntary Life
Short Term Disability
Long Term Disability
HSA