Administrative Manager

The Museum of Danish America seeks a highly organized “people person” to serve as full-time Administrative and Visitor Services Manager. This position is responsible for supervising Front Desk Administrative Assistants and Design Store staff members and provides administrative support for museum-wide operations. As staff liaison to the Board of Directors, this position provides regular communication to the 25-member board and is responsible for organizing three board meetings per year in locations around the United States. The ideal candidate must have excellent written and verbal communication skills and be proficient in Microsoft Office Suite. Salary range of $44K-$50K depending on experience, plus benefits. To apply send a cover letter, resume and three references to Personnel Department, Museum of Danish America, 2212 Washington Street, Elk Horn, IA 51531 or email info@danishmuseum.org. Application reviews will begin June 17^th. 

JOB DESCRIPTION:  

SUMMARY

In consultation with the Executive Director, the Administrative Manager supervises and manages the day-to-day operations of the Museum.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other duties may be assigned.

Museum Administration

• In close consultation with the Executive Director, manage and have oversight of the day-to-day operations of the Museum.

• Maintain a current file in print and electronic form of museum policies, update policies as needed, update Board and employee handbooks as necessary, and suggest new policies that may be needed.

• Organize and maintain administrative record keeping.

• Coordinate business services including, but not limited to, IT support, computer upgrades, communication technology, and internet-based service providers.

• Keep the calendar of Museum activities and events.

• Keep minutes of Museum staff meetings and circulate the minutes to staff, current and former Board members; have sent to board members within seven days of meeting.

Board of Directors

• Serve as liaison to the Board of Directors, coordinating communication through the year and arranging logistics for board meetings.

• Update the Board of Directors Handbook and distribute as needed. Send to new board members within thirty days of their election to the board.

• Distribute all materials related to the forthcoming meeting to Board members in a timely manner.

• Within thirty days after a board meeting, send the minutes from that board meeting to members of the board. At this time, materials distributed at the meeting should also be sent to members who were not in attendance.

• In consultation with the Executive Director, Board President, and the Development staff, coordinates and has lead responsibility for arranging Board meetings. Work closely with Event Planner to coordinate public events held during Board Meetings.

Visitor services

• Supervise Design Store Manager, Administrative Assistant(s) and part-time weekend staff, delegating to each assignments appropriate to abilities and time.

• Ensure that visitor information is collected consistently for statistical records.

Local Community Relations

• Represents the museum on local community/county boards and committees.

• Implements local marketing in the tri-county area, including print, radio, and cooperative promotional efforts.

Performs other duties, included but not limited to duties as assigned, some of which may include the development and creation of a variety of copyrightable works (e.g., print, photography, film, music, visual arts, etc.) for distribution in any and all media and formats on a world-wide basis, all of which shall be for the benefit of the Museum.

SUPERVISORY RESPONSIBILITIES

Supervise Design Store Manager, Administrative Assistant(s), weekend staff, and work directly with volunteers as needed.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Three (3) years of experience as an administrative or executive assistant.
• Knowledge of administrative procedures.
• Knowledge of Standard English usage, spelling, grammar, and punctuation.
• Ability to perform administrative duties without supervision.
• Ability to enter data with accuracy.
• Ability to maintain a good working relationship with all co-workers and the general public.
• Ability to maintain confidentiality.

LANGUAGE SKILLS

Ability to read, analyze, and interpret museum industry journals, legal documents and policy statements. Ability to respond to common inquiries or complaints from constituents, regulatory agencies, or members of the museum community. Ability to effectively present information to administration, public groups, and/or board of directors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds.

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The work environment is indicative of a normal office setting.

The Museum of Danish America is committed to creating a diverse environment and is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.