GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
As the Assistant for Acquisitions, you will coordinate, organize and assist with processing paperwork for all acquisitions of art, including gifts, promised gifts, bequests, and purchases. You will draft, review, and edit written materials for presentation to the Board, Executive Committee, and Acquisitions Committee. You will work closely with the Director's Office, Curatorial and Conservation Departments, the Registrar's Office, Finance, and Development to process acquisitions of art. This position is fully on-site.
Please include a cover letter with application.
PRIMARY RESPONSIBILITIES & DUTIES:
Coordinate preparation of written materials to the Acquisitions Committee
Review, edit, and draft reports for the Board regarding every gift, bequest, and purchase of art
Coordinate deaccessioning and disposals processes
Assist in preparation of all Acquisitions Committee meetings including dry run meetings
Draft correspondence for the Acquisitions Committee including cover letters, emails, and memos
Assist with gifts-related tasks including maintaining the promised gift database in Excel, coordinating the review and signature of Form 8283s, preparing Schedule M for the 990, and processing abandoned property
Assist with processing departmental loans
Assist the attorneys in Counsel's Office with administration of estates which include bequests of art
Daily response to emails regarding pending acquisitions
Assist with compiling acquisitions data to generate reports as needed for attorneys and senior management, and other special projects
Coordinate the archiving of acquisitions files with the Board Activities team
Keep analog and digital files current
Oversee preparation and draft reports using TMS
Assist with other Board and Committee meetings in-person and via Zoom as needed.
Notarize documents for attorneys and other Museum staff
Other Counsel's Office related duties (such as mail, filing, answering phones, and coverage for attorneys when other assistants are out)
Other duties as assigned.
REQUIREMENTS & QUALIFICATIONS:
Bachelor's Degree, in Arts Administration, Art History, or equivalent experience.
Previous work experience in an administrative environment required.
Experience managing and organizing files
Proficiency with MS Office (including Word/Excel/Outlook/PowerPoint), The Museum System (TMS). Adobe Acrobat Pro, and Zoom
Strong verbal and written communication skills required
Highly detail-oriented with excellent organizational skills, required
Adept at conflict resolution, diplomatic, discreet, required
Ability to work handle several tasks simultaneously, required
Able to work as a member of a team as well as independently, required
COMPENSATION RANGE:
Pay Range: $34.00 - $36.00 / Hourly
The advertised pay scale reflects the good faith minimum and maximum salary range for this role. The advertised pay scale is not a promise of a particular wage for any specific employee. The specific compensation offered to a candidate may be dependent on a variety of factors including, but not limited to, the candidate's experience, education, special licensing or qualifications, and other factors.
