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Administrative Assistant, Facilities

The Facilities Assistant is responsible for a range of administrative and departmental operational tasks in support of the Facilities Department. This position will be responsible for managing financial accounting, compliance, and providing administrative support for the Building Manager. The responsibilities and skills required of this role are wide-ranging. Ideal applicants may come from a range of professional and educational backgrounds; however, every applicant should demonstrate their ability to bring the following characteristics to their work with the Facilities Department:

 

Essential Job Duties and Responsibilities:

  • Monitor, track, and reconcile monthly departmental budget and review and submit department purchase orders
  • Submit expense reports and manage credit card account reconciliation for the department
  • Work with team members to create playbooks and properly document institutional knowledge
  • Provide logistical support for departmental meetings and retreats
  • Ongoing organization and maintenance of physical and digital files
  • Help maintain departmental health and safety policies and procedures
  • Check departmental email and voicemail; route to appropriate team member
  • Support departmental bulk and direct mailing preparation and coordinate messenger services
  • Monitor, track, and reconcile monthly departmental budget, and review and submit department purchase orders
  • General administrative support including calendar management, meeting coordination, making travel arrangements, distributing email and answering phone, drafting routine correspondence, assisting with meeting prep
  • Other duties as needed

 

Qualifications:

  • Willingness to engage in creative problem-solving both independently and in collaboration with teams 
  • A syncretic thinker—someone who can bring details together in order to see the “big picture” and develop clear and concise summaries of sometimes complex issues 
  • An ear for tone, voice, and decorum in professional correspondence 
  • Willingness to draw connections between programmatic initiatives across the Museum
  • Ability to communicate clearly 
  • An engaged listener interested in identifying and asking the most relevant questions in moments of uncertainty 
  • Microsoft Office 
  • Docusign 

 

Application:

Please send your resume and cover letter to jobs@studiomuseum.org. Be sure to include "Facilities Assistant" in the subject line. No phone calls or faxes, please.

Please note that while careful consideration will be given to each submission, the Museum will only be able to contact those applicants whose knowledge, skills, and work experience best fit the requirements of the position. No phone calls or faxes, please.