Professional Services Specialist 3, Admin NE - Operational Assistant

Stockton University•Atlantic City, NJ

46d•$64,340 - $73,257

About The Position

The Professional Services Specialist 3 provides comprehensive financial, administrative, and programmatic support for the Noyes Museum of Art of Stockton University. This role manages financial reconciliation and reporting, oversees membership and retail operations, coordinates volunteer engagement, and provides administrative support for exhibitions and events. The PSS3 ensures compliance with University, State, and grantor policies while fostering positive relationships with artists, members, volunteers, and community partners. Finally, this position includes supervision, alongside the executive director, of staff, student workers and interns.

Requirements

Bachelor's degree from an accredited institution
Two (2) years of the above-mentioned professional experience; OR
Experience in financial reconciliation, membership/retail operations, curation and volunteer coordination.
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
OR
Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
OR
Possession of a master's degree; and one (1) year of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.

Nice To Haves

Master's degree and one (1) year of the above-mentioned professional experience.
Experience in higher education, nonprofit, or arts administration.
Knowledge of museum practices, gift shop management, and curatorial practices.
Familiarity with grant compliance and reporting procedures.
Strong organizational and communication skills, with attention to detail.
Ability to manage multiple priorities independently while working collaboratively in a team environment.

Responsibilities

Reconcile weekly revenues from all museum departments (gift shop, rentals, memberships, exhibitions, donations, grants).
Prepare and submit deposits; maintain compliance with University financial procedures.
Manage departmental and grant budgets, providing monthly, quarterly, and annual reports in coordination with the Director.
Draft and process contracts for artists, instructors, and vendors, ensuring fiscal and legal compliance.
Assist with the development of reports.
Supervise staff, student workers, and interns, including scheduling, onboarding, and training.
Serve as the on-site supervisor in the absence of the Executive Director, ensuring continuity of daily operations and addressing issues as they arise.
Coordinate timesheet collection and payroll submissions for part-time staff and student workers.
Provide administrative support for special events, Director's projects, and emerging initiatives.
Maintain confidentiality and compliance in all financial and administrative operations.
Process monthly artist commission payouts, create payout forms, and reconcile sales.
Manage inventory for both consignment and wholesale merchandise, track stock levels and sales trends.
Communicate with artists regarding restocking or returns of consignment items.
Coordinate wholesale orders with vendors
Organize and maintain all consignment and vendor contracts for legal compliance.
Collect and maintain records of memberships across all levels.
Communicate regularly with members via newsletters, renewal notices, and event invitations.
Collaborate with the Events Manager to coordinate member programs, perks, and receptions.
Prepare quarterly membership reports and assist with strategic planning to expand membership.
Recruit, onboard, and manage volunteers.
Assign volunteers to support events, receptions, and art classes.
Maintain records of volunteer service hours and contributions.
Assist with the curation of upcoming exhibitions at the Noyes sites in coordination with the Director.
Prepare and process artist contracts and related documentation coordination with the Director.
Handle sales and commissions from exhibitions, including payment processing and reporting.
Assist with exhibition setup, installation, deinstallation, and event logistics.
Support event planning and work special events as needed.
Assist the Director with special projects and emerging initiatives.
Provide general administrative support including recordkeeping, reporting, and correspondence.
Maintain confidentiality and compliance in all financial and administrative operations.