Administrative Assistant, Education and Community Engagement, Temp (7 months)

Responsibilities & Duties

• Manage Chief EdCE Officer’s calendar, travel, and expense reports.
• Schedule departmental, interdepartmental, and external meetings, and coordinate calendars across departments.
• Assist with preparation for and maintain accurate records of EdCE Committee meetings, Department Heads meetings, and other meetings, as assigned, including creating agendas and PowerPoint slides and taking minutes or notes as requested.
• Work with department heads to maintain, track, and update Division budgets, both forecasted and actual, in Excel and Adaptive Insights financial software.’
• Assist with preparation and monitoring of the Division’s annual budgets, including the prompt processing of invoices, reimbursements, check requests, expense reports, and office supply orders.
• Manage travel budgets and arrangements, including accommodations and transportation for visiting artists and public program participants.
• Ensure that the Koret Education Center Policies and Procedures are updated and available to museum stakeholders.
• Act as main point of contact for Koret Education Center space requests from museum departments and route requests for approval.
• Support the Director of Education and the Director of Public Engagement with maintenance of the Koret Education Center and its events.
• Provide occasional support planning and logistics for selected public programs, as directed.
• Assist in organizing team-building efforts across the division, such as planning retreats and social gatherings.
• Process forms, purchase orders, and other records specific to departmental operations.
• Track program attendance and related reports in Excel and Tessitura software.
• Support reporting for grants to Philanthropy including providing attendance and financial information.
• Maintain and update mailing lists across the Division and send regular internal communications to staff and Board on Division activities.
• Draft and produce correspondence with completeness, accuracy, proper grammar, spelling, and usage, as well as in compliance with SFMOMA and departmental policies and procedures.
• Provide research assistance, as requested (e.g. image research for in-gallery interpretation, preparing materials).
• Undertake other tasks as may reasonably be requested.

Qualifications & Skills

• Undergraduate degree (BA, BS, or BFA) or equivalent experience
• Minimum of one (1) year of administrative or related experience.
• Ability to communicate effectively in person, on screen, and in writing.
• Extraordinary organizational and time management skills with the ability to manage competing priorities, meet critical deadlines, and follow-up on assignments.
• Self-directed, with a proactive approach to working effectively on several projects concurrently.
• Possess ability to visually inspect work.
• Commitment to maintaining confidentiality and ability to handle situations of a highly sensitive nature.
• Proficiency with standard office equipment and current technologies and software, including Microsoft Office Suite, Asana, and AirTable.
• Availability to work evenings and some weekends.
• Interest or background in art, design, art education, museum studies, and/or community engagement is a plus.

Working Conditions

• Ability to work occasional weekend and frequent evening hours (in particular Thursdays)
• Light lifting, moving long distances between building facilities