Department Assistant, Modern & Contemporary Art
The Nelson Gallery Foundation - Kansas City, MO

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Purpose
Provide administrative and clerical support for the departments, ensuring that the office operates in an efficient manner, and to assist the curators in all daily and long-range departmental operations. The department assistant is responsible for various projects and administrative and office management duties.

Accountabilities

Department Liaison
Act as department liaison within the museum and with the public and other institutions by: managing inbound and outbound communications and correspondence via telephone and email representing the departments in a professional and courteous manner.

Department Management and Accounting
Oversee the maintenance of all department files and records; track and assist in the preparation of check requests, budgets, reports, and annual documents; compile and organize data and statistics for reports.

Schedule and Travel Management
Maintain and manage the daily appointments and travel schedule for the curators’ schedules; make travel arrangements; process travel expense reports and check requests.

Lecture & Research Support
Assist in basic research and copying of research materials; create PowerPoint presentations for curators’ lectures.

Exhibitions
Assist in all aspects of exhibition organization, including creating checklists; sending and tracking loan requests; attending exhibition meetings; and examining marketing, design, registration, preparation and education related components as necessary.

Publications
Assist in preparing files and manuscripts for publication and obtaining image reproduction rights.

Patrons
Develop and maintain knowledge of department donors and patrons as well as colleagues at peer institutions; maintain and update departments’ database of patrons and contacts.
Staff Supervision – Supervises the activity and development of project assistants and interns.

Scope
Two curatorial departments and two curatorial staff members
1300 works of art
One major exhibition in development (for 2016-2017)
Two art of paper rotations per year
Art on Paper collections catalogue to be planned

Organization
Reports to the Sanders Sosland Curator III, Modern & Contemporary Art and to the Curator, Contemporary Art.

Position Requirements

Bachelor’s Degree, art history preferred
3 to 5 years of experience in an office environment
Must be accurate, efficient, well-organized, and detail-oriented with the ability to work independently
Proven excellent telephone skills and ability to interact with Museum staff and general public in a polite and courteous manner
Must be proficient in Microsoft Office programs, especially Outlook, PowerPoint and Excel
Excellent written and verbal communications, grammar and spelling skills
Must be willing to adjust working hours to meet project deadlines or assist with occasional events

Physical Demands
While performing the duties of this job, the incumbent is occasionally required to stand; walk; sit; use hands; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The Department Assistant must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color visions, peripheral vision, and depth perception. Must also be physically capable of traveling and operating a motor vehicle.