Outreach Coordinator and Administrative Assistant

Job Description

Job Description

This position combines essential museum clerical work with the crucial task of expanding the museum’s audience. As Outreach Coordinator, they are tasked with building relationships with community partners (schools, colleges, libraries, arts organizations, businesses, museums, etc.) to increase museum visitation. They will research successful programs of other museums and develop proposals for how similar projects could work for ACAM. They will research community needs and look at barriers which might prevent museum visitation. Working under the supervision of the Director, they will also work in conjunction with communications to develop audience engagement strategies. Finally, the Outreach Coordinator is responsible for museum membership: maintaining records, working to develop engagement strategies for our existing membership, and attracting new members.  

In addition, the position will be responsible for some administrative assistance. They will manage hiring, payroll and scheduling of museum desk attendants/docents, as well as ordering supplies, ensuring the timely payment of invoices, some light bookkeeping, and event preparation.  

Rate: $22.25-$23.54, 35 hours per week

Essential Taks Breakdown:
Museum Outreach:

• Contact area schools and colleges to develop educational programming and facilitate tours and field trips.
• Contact multiple kinds of community institutions (seniors’ centers, libraries, community arts organizations, local businesses, museums, YMCAs, etc.) to assess needs, develop museum visits or other programming.
• Liaising with other parts of the University as needed to create event partnerships
• Researching other museum outreach and education programs to develop tailored programs and events using “best practices” for ACAM
• Develop audience engagement strategies relevant to different demographics
• Coordinate with the Director to create “new member” campaigns,
• Develop current member relationships.
• Maintain accurate records of our current and past membership.
• Coordinate with Advancement to process membership gifts.
• Send out membership cards and reminders for renewal
• Event planning and setup for public programs and reception, managing schedules and booking venues as needed.

Administrative Assistance:

• Manage Museum Assistants: Schedule desk staff for regular hours and special events; train staff in key duties (ticket and catalog sales, docent work, reception, etc.); manage payroll and hours
• Office Management: Order and receive supplies for museum; Maintain journal entries for key museum accounts; Coordinate with Alfred University business office for timely payment of invoices; Assist with maintaining and organizing digital files; Maintain an organized and efficient office space; Work with custodial and grounds staff to ensure building is well maintained; Assist other staff with various tasks as appropriate.
• Monitor museum email and phone messages, directing information as needed.

Qualifications- Education & Experience, Knowledge, Skills & Abilities:

• Bachelor’s degree required with 3+ years of experience.
• Excellent written and oral communication skills: articulate and willing to make calls to build relationships.
• Experience working in museums, fine arts, event planning, or education preferred.
• Experience working with youth or in other community-based programs an asset.
• Friendly and outgoing disposition and an ability to speak with people from multiple communities
• Must have experience with MS Excel and basic spreadsheet management. Experience working with databases, particularly FileMaker Pro is a considerable advantage.
• Experience working with CRM software (Raisers Edge, Neon, Wild Apricot) a considerable advantage
• Ability to take direction and work as part of a team but also work independently on a given project.
• Imagination for developing and implementing creative outreach strategies a must!
• Excellent time management and multi-tasking skills are a necessity for success in this position.

Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.

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