Administrative Assistant, Curatorial

Administrative Assistant

Under the guidance of the Department Head, the Administrative Assistant provides administrative support to the department and respective auxiliaries.

Essential Functions :

• Maintain department schedules and ensure workload for department is completed in a timely fashion.
• Manage departmental communications, including email or other written correspondence, telephone calls and voice mail.
• Assist with management of all respective auxiliary groups' activities.
• Create, maintain, and organize departmental records, including hardcopy and digital files; transfer and archive electronic files on Office365 applications.
• Assist with travel arrangements and complete expense reports for curators.
• Manage travel arrangements, hospitality, and honorariums for guests. Manage departmental purchases and contracts with outside vendors, including vendor applications / contracts, requisitions in Expense Watch for approval, purchase orders for payments, and check requisitions.
• Handle inter-departmental transactions, including submission of work orders, photography requests, maintenance of equipment, request for environmental services, and audio-visual set up. Submit deposit forms for payment for Board luncheons, membership dues, donations, commission works, trips and special events.
• Compile and submit information regarding auxiliary and events for website and social media posts to Marketing and Communication.
• Apply DIA values to interactions to support a culture of belonging among internal and external stakeholders.
• Perform other duties as assigned.

Qualifications :

Education and Experience : Bachelor's degree in related field required. Three (3) years of experience in administrative, clerical, and office management duties. Additional years of experience may be substituted for degree requirement.

Knowledge, Skills, and Abilities :

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. Upon receiving notice, reasonable accommodations may be made, if possible, to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate and exchange accurate information using various methods including in-person, telephone, and email.

The Detroit Institute of Arts is an equal opportunity employer.