ABOUT THE BIGGS MUSEUM OF AMERICAN ART
Founded in 1993, by collector Sewell C. Biggs, the Biggs Museum of American Art shares with Delaware’s diverse communities the arts and cultural legacy of the Mid-Atlantic region. The Biggs is nationally recognized for our exceptional collections of American decorative arts of Delaware and the Delaware River valley, and for our collections of American art from 1700 to today. The Biggs welcomes thousands of visitors per year, has a growing, engaged membership base, and has earned accreditation from the American Association of Museums. The museum footprint will be expanding as well. With the recent acquisition of two buildings on Dover’s Historic Green, the Biggs is developing a community centric master plan on how to use and incorporate the space. Having already secured our lead gift, a capital campaign will soon follow as we work to turn vision into reality.
POSITION SUMMARY Responsible for providing comprehensive administrative support to the master planning task force, building committee, and the capital campaign committee/staff. The incumbent will perform general clerical work and support assigned staff with projects, data management, and other general office duties. In addition, this position provides logistical assistance for various meetings and events. This is a terminal assignment with a duration of approximately 24 – 36 months.
• Provides administrative support as assigned, which includes scheduling, meeting coordination, material preparation, data entry, making travel arrangements, and other general clerical tasks.
• Schedules a wide variety of activities (e.g., appointments, planning sessions, community meetings, travel reservations/accommodations, facility usage, etc.) for internal customers as well as external stakeholders and groups.
• Assists with organizational and community events, up to and including set up, tear down, and other clerical duties as needed.
• Assist with all aspects of the Capital Campaign including assistance to Board members, Campaign Committee members, potential donors and staff.
• Prepare for Campaign and prospect meetings including packets, order meals, various materials and physical space.
• Ensure that all prospect and donor electronic files are up to date with notes and activities.
• Prep, assemble and mail bulk communications.
• Manages the master calendar and identifies scheduling conflicts and provides regular scheduling updates to the team during weekly team meetings.
• Coordinates meeting and event registration and logistics, which includes securing space, arranging for food refreshments, preparing materials, and confirming participant reservations and attendance.
• Prepares a variety of documents (e.g., correspondence, agendas, minutes, event programs, reports, etc.) to communicate information and/or create documentation in paper and/or electronic format. Uploads all documents in the Google folder and manages organization of the folder.
• Maintains up-to-date records, which includes files, contacts lists, and database entries (e.g., CRM)
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Minimum of three years’ administrative experience preferably in a non-profit development operation, an art museum or cultural institution.
Experience includes but is not be limited to:
- General clerical tasks.
- Organizing and scheduling appointments.
- Operating office equipment.
- Planning meetings and taking detailed minutes.
- Writing and distributing email correspondence, memos, letters, faxes, and forms.
- Assisting in the preparation of regularly scheduled reports.
- Developing and maintaining an effective filing system.
- Following office policies and procedures.
- Maintaining contact lists.
- Acting as the point of contact for internal and external clients.
- Liaising with staff and board members to handle requests and queries.
- A high school diploma, GED, or HSED with some advance training or education in administrative functions required; an Associate’s Degree or higher is highly desirable.
- Previous experience working in a fast-paced environment preferred with public interaction.
- Ability to support the mission, vision, and values of the museum and abide by applicable standards of conduct, policies, and procedures.
- Ability to interact effectively with people from diverse backgrounds.
- Ability to communicate effectively, verbally and in writing.
- Ability to problem-solve issues.
- Proficient in Microsoft Office Suite applications (i.e., Word, Excel, PowerPoint, Outlook specifically), and database uses.
- Must be dependable, organized, meet deadlines and manage multiple tasks.
- Self-motivated and able to work independently.
WORK SCHEDULE AND LOCATION The nature of this role requires a flexible work schedule with the ability to adjust on short notice. While 35 hours per week is the norm, additional work hours may be necessary to meet the requirements of this job position, which could encompass evening hours and weekend work. The responsibilities and required interactions of this position are not conducive to 100% virtual work arrangements. Must reside in close proximity to the Museum.
PHYSICAL/MENTAL/SENSORY DEMANDS The work environment characteristics described here are representative of those an administrative assistant encounters while performing the essential functions of the role:
Climate controlled art museum with display galleries, standard offices, museum shop, and other non-public spaces. Work is performed primarily indoors and occasionally outdoors at the museum, however there will be occasions where work is performed outside the museum in public spaces such as restaurants and event venues plus private homes, offices and meeting rooms.
While performing the duties of this job, the employee is frequently required to receive oral and written instructions in English and to clearly communicate in English in person, over the telephone, through email and through other electronic means. The employee is required to move about their work area, between galleries and storage areas, ascend and descend stairs; and stand and/or sit for extended periods of time. The employee is occasionally required to lift, drag and/or move up to 15 pounds unassisted. The employee is required to identify, observe, and assess visually and comply with Museum health and safety-related protocols.
Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Biggs may do so without undue hardship. The term “Qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.
DISCLAIMER The preceding job description has been designed to indicate the general nature and essential functions and responsibilities of work performed by the employee in this job position. It may not contain a comprehensive list of all duties, responsibilities, and qualifications required for this role. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
SALARY AND BENEFITS This is an overtime eligible position with a pay range of $16 – $20 per hour based on experience. The Museum provides a comprehensive program of benefits that include:
• Paid time-off and holidays.
• Medical, dental & vision insurance.
• Life, AD&D, Short Term/Long Term Disability insurances.
• Retirement savings program with Museum match.
COMMITMENT TO DIVERSITY, EQUITY, ACCESSIBILITY AND INCLUSION (DEAI) We are committed to an inclusive workplace and actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex (including pregnancy), sexual orientation, veteran status, or any other protected status.
INTERESTED APPLICANTS Please send a resume and cover letter addressed to the Assistant to the Director, Natalie Osorio, to firstname.lastname@example.org. Submissions will be reviewed and considered as received. No phone calls please.