Director’s Office Coordinator

Job Title:  Director’s Office Coordinator
Department:  Director’s Office
Reports To:  Executive Assistant
FLSA Status:  Non-Exempt
Job Status: Full-Time
Please submit applications directly on the Toledo Museum of Art (TMA) website http://www.toledomuseum.org/jobs. 
Since our founding in 1901, the Toledo Museum of Art has earned a global reputation for the quality of our collection, our innovative and extensive education programs, and our architecturally significant campus.
And thanks to the benevolence of its founders, as well as the continued support of its members, TMA remains a privately endowed, non-profit institution and opens its collection to the public, free of charge.
SUMMARY
The Director’s Office Coordinator acts as a point of contact for several senior leadership positions within the Director’s Office and provides a wide range of high-level administrative support. Provides value-added work utilizing previous experience, strong problem-solving ability, decision-making and communication skills. Provides administrative support to include preparing reports, data analysis, scheduling meetings, and preparing and issuing correspondence. Provides support to specific departments within the Museum as opportunities arise or needs surface.
KEY ACCOUNTABILITIES
  • Acts as an ambassador for the Director’s Office by serving as a point person for interdepartmental communications.
  • Greets visitors, vendors and employees with high degree of professionalism and courtesy; provides exceptional customer service and interactions with high level clients.
  • Answers phones in a prompt & professional manner; transfers incoming calls to appropriate parties or voicemail.
  • Supplies organizational information to the public, clients, and visitors.
  • Develops and maintains familiarity with relevant Museum databases and systems, including Raiser’s Edge, Tripleseat, and Fifth Third’s Smart Data System.
  • Assists in managing complex calendars and scheduling for the Director’s Office and Leadership team.
  • Arranges appointments and meetings as requested by persons within and outside the Museum.
  • Facilitates the physical flow of paperwork within the department, including filing, handling and dispersing incoming and outgoing mail, updating records, and compiling reports.
  • Performs various administrative services for the Director and, on occasion, other the Leadership Team, including written communication, expense reporting, travel coordination, purchase requests, and gift/grant processing.
  • Helps coordinate special events related to the operation of the Director’s office, including but not limited to fundraising and political meetings, exhibition-related events, parties, dinners and luncheons, both onsite and offsite.
  • Exercises discretion and interpretive judgment in frequent interactions with key stakeholders.
  • Routes external inquiries to appropriate personnel, including outside of the Director’s Office.
  • Maintains reception area appearance in a tidy and organized manner at all times.
  • Performs other duties as assigned or required.
EDUCATION AND EXPERIENCE
  • Bachelor’s degree in any discipline with a preference for a business degree
  • At least 1-2 years of administrative and/or project management experience
SPECIALIZED KNOWLEDGE, COMPETENCIES, AND ABILITIES
  • Ability to work in a team-oriented environment with people of diverse ages, abilities, and backgrounds.
  • Ability to handle complex projects and a varied workload, to multi-task, be detail-oriented with outstanding organizational skills and good follow-through.  Understands the urgency of deadlines, and effectively completes time-sensitive tasks.
  • Ability to be a self-starter who identifies projects/staff in need of assistance during slow periods.
  • Exceptional verbal and written communication skills.
  • Expert level knowledge of Microsoft Office 365 applications (Word, Excel PowerPoint, and Outlook).
  • Basic understanding of databases and reporting; experience with Raiser’s Edge or other CRM systems and event management systems a plus.
  • Professionalism in appearance, punctuality, attitude, and grammar.
  • Acts with integrity and maintains confidentiality in all matters.
  • Proven ability to remain calm under pressure and appropriately handle highly confidential material.
  • Assertive and resourceful; motivated; willing to ask questions and take initiative without direction.
  • Has exceptional attention to detail – accomplishes tasks by considering all areas involved, shows concern for all aspects of work with the initiative for follow through.
  • Knowledge and appreciation of art history a plus.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT
Standard open office work environment shared with co-workers, with related phone, computer and printer noise.  Position requires ability operate a computer and other office productivity machinery, such as a calculator, copy machine, printer and phone system; The person in this position frequently communicates with public membership and staff who have inquiries and must be able to exchange accurate information in these situations. May occasionally lift up to 25 pounds; Support given to various departments across campus may result in occasional exposure to uncomfortable weather conditions.
BENEFITS
  • 20 Days of Paid Time Off Annually
  • 6 Paid Holidays Annually
  • 2 Floating Holidays Annually
  • 3 Paid Volunteer Days Annually
  • Medical, Dental, & Vision Insurance
  • 403b Retirement Savings Plan
  • Short-Term Disability, Long-Term Disability, Term Life and AD&D Insurance Plans
  • Paid Parental Leave
  • Pet Insurance
  • Employee Assistance Plan
  • Museum Family Membership
  • Employee Discounts in the Museum Store, Café, Studio Art Classes, & More!
The Toledo Museum of Art provides equal opportunity for employment and promotion to all qualified employees and applicants. No person shall be discriminated against in employment on the basis of race, color, religion, gender, age, national origin, marital status, disability, sexual orientation, veteran status or any other status or condition protected by applicable federal or state statutes. The Museum is committed to maintaining an environment in which all employees are treated equitably and given the opportunity to achieve their full potential in the workplace. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at [email protected] or (567)-666-0387.