Visitor Services & Membership Assistant - WVU Art Museum

West Virginia University • West Virginia, WV

9d • Onsite

About The Position

The Visitor Services & Membership Assistant will serve as a welcoming presence at the museum, providing front-desk coverage on open days, assisting visitors, and collecting visitor contact information to support membership outreach and engagement. Working closely with the Visitor Services & Membership Coordinator, this position will also support event planning, program development, and initiatives to strengthen member engagement. The Assistant provides essential front-of-house support while bringing valuable visitor insights, data collection, and program ideas to help advance the museum’s engagement goals.

Requirements

• Associate's Degree in secretarial/business or related field OR any equivalent combination of education and training.
• A minimum of six (6) months of experience in the following: General office experience
• Computers (word processing, email, spreadsheets, database & reports, Google Drive, Adobe CS)
• Customer Service
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Nice To Haves

• Experience within Museums
• Experience with WVU organizational policies and procedures

Responsibilities

• Check and respond to, as appropriate, Museum and Friends' e-mail and voicemail messages. Record Museum Voicemail messages.
• Coordinate communications including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibit openings; and check for accuracy of mailing.
• Manage the Museum Education Calendar to ensure there is no overlap in scheduled functions. Communicate schedules to Museum staff.
• Schedule and make arrangements for committee meetings, programs, seminars, workshops, receptions and other events in the Museum Education Center and for setting up needed furniture and equipment.
• Answer inquiries about facility rentals, show space to potential clients, keep an event calendar, and complete rental agreement forms and communicate procedures for rentals to clients.
• Distribute parking permits to visitors of the WVU Art Museum and Museum Education Center.
• Maintain master files for the WVU Art Museum and Museum Education Center and develop new filing systems when needed. Maintain security and confidentiality of evaluation/personnel files and other sensitive information.
• Assist with the preparation of required personnel forms as needed for Director's use in hiring, evaluating, and training of staff; and maintains confidentially of evaluation/personnel files.
• Collect payments for Museum, Museum Education Center facility rentals and Friends' events. Complete appropriate deposit forms and designate appropriate accounts for deposits. Submit deposits to CCA EBO and monitors accounts to ensure deposits are posted correctly.
• Participate in training and professional development sessions to enhance job performance.
• Build supportive, collaborative relationships with museum program staff to ensure accountability and assistance in cultivating new members and prospect donors.
• Keep abreast of the latest trends and developments in museum membership models and the art world.
• Greet and check-in museum visitors daily and at special events, and collect contact information for non-members for future mailings.
• Oversee the front desk of the museum daily ensuring the museum hours are fully open and operational.
• Oversee the museum shop inventory and inform the director when inventory is low for reordering.
• Mentor student workers and set a standard operating procedure for working at the front desk and overseeing the galleries of the museum.
• Assist the Membership Engagement Coordinator in planning membership events both on and off site of the museum.
• Perform other duties as assigned and needed.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• A range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree