Museum Administrative Coordinator / Executive Secretary II

MSU Internal Job Postings Details•East Lansing, MI

About The Position

The Museum Administrative Coordinator at the MSU Broad Art Museum provides executive and administrative support for the Director and Administration. Primary responsibilities include serving as executive secretary to the Director, coordinating travel for artists and guests, daily operational support of museum business office, and other institution-wide projects. The Museum Administrative Coordinator will have daily interactions across a wide variety of stakeholders including museum staff, university leadership, donors, faculty, contractors, and students. The role requires thoughtful planning and scheduling, clear and effective communication across constituents, discretion, and prioritization of incoming requests and information. The ideal candidate is a creative, results driven, and highly-organized individual experienced project management, working in a professional environment, and who is passionate about cultural engagement. Characteristic Duties and Responsibilities Advance the mission, vision, and values of the museum. Maintain working knowledge of museum initiatives, content, and programming. Participate in a team culture of ongoing learning, collaboration, innovation, creativity, and community engagement. Maintain working understanding of museum and university policies and processes as applicable to work. Serve as an advocate for the Museum and University at onsite and offsite events.

Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar
five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software
or an equivalent combination of education and experience.

Nice To Haves

Knowledge equivalent to that normally acquired by completing a minimum of two years of college
Ability to apply sound judgement and critical thinking in a fast-paced environment.
Excellent attention to detail and communication skills.
Experience working in higher education, arts, or not-for-profit organization.
Experience coordinating meetings, travel and processing business transactions.
Familiarity with MSU systems such as EBS, Kuali, Concur and Spartan Marketplace.
Ability to successfully interface with diverse museum constituents.
Demonstrated organizational and time-management skills.
Reliability and ability to work independently within a team environment.
Proficiency with Microsoft Office Suite and Teams.

Responsibilities

Serve as point person to the Director’s office, managing complex calendars, scheduling meetings, and effectively communicating across internal and external stakeholders.
Coordinate Director’s domestic and international travel within established university guidelines, including scheduling, itineraries, accommodations, and expense reconciliation.
Support Director’s administrative needs including reimbursements, purchasing and organizational requests.
Serve as primary point person for MSU/ArtsMSU advancement office for museum requests.
Coordinate donor, Advisory Board, and prospect visits, tours and meetings.
Coordinate logistics for in person and virtual meetings including agendas, reports, presentations, and minutes as assigned.
Maintain organized digital and physical filing systems.
Maintain working knowledge of university travel guidelines and processes as applicable to museum operations.
Utilizing MSU’s travel and expense system, Concur, submit guest travel requests following established timelines and requirements.
Organize travel arrangements including airline, car, hotel, and per diem as applicable.
Serve as guest point person for travel planning, support and reimbursements providing clear, concise and thorough itineraries and resources.
Coordinate across museum staff to maintain and distribute guest itineraries and guest support needs.
Other artist and guest responsibilities as assigned by manager.
Oversee day-to-day administrative office needs.
Ensure administrative office public spaces are organized, stocked and presentable.
Primary purchaser for administrative supplies, including inventory, sourcing and reconciliation of expenses.
Manage incoming and outgoing mail/deliveries for the museum.
Coordinate distribution of information and reports with the unit.
Process financial transactions through MSU financial system, EBS, including establishing vendors, submitting requisitions, cash deposits and purchasing reconciliation.
Serve as department backup for purchasing, purchasing card reconciliations and payroll approvals.
Other duties as assigned by manager.