Administrative Associate

Job Title: Administrative Associate

Organization: Central Sierra Historical Society &Museum

Location: Hybrid. Remote & Museum of the Sierra (Hybridmust be approved by Executive Director and applies during bad weatherconditions such as snow; but all other time is in office.)

Reports To: Executive Director

Position Type: Full-Time

Job Summary:

In order to address the ongoing and evolving needs of theCentral Sierra Historical Society, we seek to hire a full-time staff person tojoin our team. Under the general supervision of the Executive Director, theadministrative associate will manage the day-to-day administrative duties,provide clerical and secretarial support to the Executive Director, coordinateevents and workdays, maintain organizational calendar, provide additional staffsupport to board and committees, create and maintain print and digitalcommunications and marketing, assist with organizational projects, and performother duties as assigned.

The following is a list of major dutiesand responsibilities for this position along with certain supportive duties. Itis not all-inclusive.  Other duties andresponsibilities may be added as needed and in addition, management, asappropriate, may modify this job description.

Essential Duties and Responsibilities:

Administrative Support:

·       Answer and direct phone calls, emails, and othercommunications to the appropriate staff members.

·       Manage and maintain the museum’s office,including filing systems, office supplies, and equipment.

·       Maintain museums internal and external calendarincluding scheduling of meetings and events.

·       Ensure Museum of the Sierra website and otherplatforms display accurate information and hours of operation.

·       Work with staff and Facilities Committee tocoordinate general facility repairs, including prepping the facilities foropening and closing for the season.

·       Assist with Board and Committee managementincluding scheduling meetings, compiling and distributing agenda packets andminutes, and attending select meetings.

·       Act as a liaison between the museum staff andDocent & V.E.S.T. volunteers.

·       Work with bookkeeper to manage accounts payable,accounts receivable, and complete weekly deposits.

·       Process new memberships and donations, renewals,and changes in membership status.

·       Maintain accurate and up-to-date membershiprecords, donations, and volunteer hours. Prepare monthly reports on membershipand donor statistics, trends, and outcomes.

·       Develop communication schedule fororganizational communications, including newsletters, emails, and renewalreminders. Ensuring members receive timely updates on museum activities andspecial offers.

·       Work with Executive Director to completeprojects as needed.

Event Coordination:

·       Coordinate all event and workday logisticsincluding marketing and communications, volunteer and staff scheduling, setup,registration, and vendor coordination.

·       Manage all facility rentals including contracts,payments, facility preparation, and staff and volunteer scheduling.

Visitor Services:

·       Greet and assist museum visitors, provideinformation and excellent customer service.

·       Assist with processing memberships, eventregistration, and museum gift shop.

·       Work with Museum & Education ProgramCoordinator to maintain gift shop inventory and process online orders.

·       Work with museum staff to ensure all program,membership, sponsorship, and event handouts are current and stocked for museumguests.

Skills/Requirements:

·       Proficiency in Quickbooks Online and associatedsystems, Microsoft Office Suite, and other office management software.

·       Strong organizational and multitasking skills.

·       Excellent communication and interpersonalskills.

·       Attention to detail and accuracy in financialrecord-keeping.

·       Ability to work independently and as part of ateam.

·       Commitment to museum goals and visitorsatisfaction.

·       Demonstrates integrity and honesty, to presentaccurate and appropriate information, and to exercise excellent judgment inregard to confidential information.

·       Efficient in an environment with evolving priorities.

Physical Requirements:

·       Ability to sit, stand, and perform office tasksfor extended periods.

·       Lift and carry materials up to 30 pounds asneeded for event setup.

·       Ability to work and travel in ice and snow.