OMSI - Oregon Museum of Science & Industry
  • 27-Dec-2017 to 19-Jan-2018 (PST)
  • Exhibits
  • Portland, OR, USA
  • $36,700 - 47,750
  • Salary
  • Regular - Full-Time

Eligible for full benefits


Job Summary:

 

The Executive Assistant for Exhibits supports the Vice President of Learning Experiences, Exhibit Directors and assists with the coordination of the department's operations, budgeting, accounting, project management, and functions as the department's key administrative player. This position also provides support to the divisions of the department as well as the Executive Leadership of the department.

Participate in programs/initiatives to enhance corporate culture, such as:

  • Working effectively with and supporting volunteers throughout the organization.
  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives.

Essential Duties & Responsibilities:

"Performing the following will involve driving to various locations outside OMSI's corporate headquarters:"

  • Assist department leadership and PMO with project management/administration and direct projects as assigned. Serve as a project manager for special projects as needed and ensure timely and accurate completion.
  • Assist the Vice President with special project management/administration and direct special projects as assigned.
  • Coordinate, review, track, and maintain the department's accounting system including, but not limited to, purchase orders, expense reports, credit card reports, budgets, monthly variance reports, and project and grant budgets, and representation of the department on OMSI's Administrative Resource Team or other administrative teams.
  • Document materials needs, research pricing, and procure and purchase materials in support of exhibit production and other projects. Manage materials database.
  • Manage and prioritize flow of information/paperwork related to timesheets, payroll, invoices, contracts, board reports, financial reports, credit cards, and human resources forms for division directors.
  • Manage meeting agendas, record meeting minutes when needed, write and prepare correspondence, write, proofread and edit documents, and maintain online and hardcopy filing systems.
  • Provide marketing support for documents and website Exhibits Sales as needed.
  • Design and implement office systems to increase the effectiveness and efficiency of the department's operations.
  • Onboard and co-manage on-calls, volunteers and interns.
  • Function as department's key administrative player with responsibility for communication with team and liaison to other museum divisions and outside contacts, including the public, funders, and other professionals.
  • Coordinate meetings, conferences, travel arrangements, and other departmental project activities.
  • Maintain personnel records and confidential information.
  • This position is exempt, paid  salaried.
  • This position is regular full-time, scheduled to work 40 hours/week.      

Working Conditions:

 

  • Physical Demands: 80% Sitting 15% Standing 5% Lifting/Carrying/Pushing/Pulling 30 Pounds  
  • Flexibility to modify work schedule such as working extended hours as needed; assume some evening, weekend, and holiday work.
  • Tasks generally require: close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), some color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point), depth and perception (three dimensional vision, ability to judge distance and spatial relationships), and ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus). Accommodations for impaired visual abilities can be discussed.
  • Work environment will occasionally include proximity to moving mechanical parts and outdoor weather conditions, including wet, hot, and cold.
  • The noise in work environments is generally moderate (examples: business office with computers and printers, light traffic, museum exhibits and crowds) and occasionally loud (examples: exhibit shop machinery). 

Secondary Functions:

  • Work with and support volunteers throughout the museum.
  • Assume other tasks and responsibilities as assigned.

Knowledge/Skills/Abilities:

Requirements:

  • Highly motivated with the ability to exercise initiative and good judgment, ability to deal with rapidly changing priorities, possess excellent problem-solving, organization, administrative, and interpersonal skills.
  • Proficiency in Excel, Google Docs and Microsoft Office
  • Ability to effectively manage and track multiple projects simultaneously, work well under pressure with a high degree of accuracy, and meet stringent deadlines.
  • Computer literacy with demonstrated competence in word processing and spreadsheet applications.
  • Excellent communication skills, both oral and written, and ability to maintain confidentiality.
  • Thorough knowledge of business English and math, office/accounting/budgeting principles, procedures and standards.

Preferences:

  • Nonprofit experience.
  • Administrative Assistant experience.
  • Experience in Financial Edge, or other finance database program. 

Education & Work Experience:

 

Requirements:

  • Bachelor's Degree or equivalent combination of education and experience.
  • Minimum 3-5 years' experience of administrative support.

Preferences:

  • Bilingual - Spanish/English.
  • Experience working with volunteers.

Additional Requirements/preferences; including licenses and certifications: 

Requirements:

  • Pre-employment checks, such as criminal background check and reference checks.
  • Valid driver's license and satisfactory driving record.
  • Pre-employment checks, such as a criminal background check, reference checks, and requirements in the MVR Policy including passing Motor Vehicle Record (MVR) check.

 

 

OMSI - Oregon Museum of Science & Industry
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