Department: Visitor Relations
Reports to: Assistant Manager of Visitor Relations
Classification: Full-Time, Non-Exempt
The Receptionist/Administrative Assistant will administer secured access into the Administrative Offices. This position will provide exceptional customer service by answering inquiries and giving information to the public, visitors, guests, contractors, colleagues, and all others interested in Museum activities with a friendly disposition.
Duties and Responsibilities
- Screen those wishing to enter the Administrative Offices based on sound Security practices and within the policies of the Museum and maintain reception area.
- Operate switchboard by answering, screening, announcing, or forwarding calls and provide necessary information and/or take messages.
- Greet visitors in a welcoming and helpful manner; determine nature and purpose of visit. Assure that visitors comply with sign-in requirements and distribute badges. Contact appropriate staff and/or direct visitors to non-secured designated areas.
- Assist with calendar scheduling, making travel arrangements, organizing meetings and completing PO’s/Check Requests/Expense Reports as needed.
- Order Staff/General office supplies and manage stocking and inventory of supplies in Mailroom.
- Ensure Mailroom copier is in working order, including restocking paper, replacing toner, emptying containers, and calling for service when required.
- Support the Assistant Manager of Visitor Relations with group sales, volunteer processing, and other clerical items as needed.
- Assist with technology in boardroom for meetings when may be required.
- Manage monthly purging of breakroom refrigerator.
- Assist with large mailing tasks as needed.
- Co-Host/Member of Fun Activities Bureau (FAB) Committee and assist with in-kind requests, creating flyers for staff events, and being the hub for FAB activities.
- Provide administrative assistance to all SDMA departments as needed.
- Other duties and responsibilities as assigned.
- Provide backup administrative assistance including, greeting guests, meeting set up, and catering needs.
- Liaise between Docents and SDMA.
- Assist with access to Docent Office/Library.
- Assist with Docent Zoom Account as needed.
- Post public tours on SDMA Website.
- Manage Docent Calendars (internal/external/website) by scheduling tours for the public, large groups, schools, workshops, and staff. Substitute Docents when required.
- High School diploma required and degree or equivalent preferred with 2 years’ experience working in related environment.
- Relevant experience working in the non-profit sector, museum environment preferred.
- Awareness of principles and processes for providing quality customer service.
- Administrative/Clerical procedures, filing, record keeping systems, and general office terminology.
- Excellent computer skills and strong familiarity in Microsoft Office; Word, Excel, PowerPoint. Microsoft Outlook; Calendar and 365. WordPress a plus.
- Ability to compose efficient correspondence.
- Ability to read, understand, and review documents for accuracy and relevant information.
- Ability to be culturally sensitive and respect diversity.
- Exceptional customer service skills are required in working with a wide variety of museum staff, external sources, and confidential materials.
- Outstanding professionalism and confidentiality.
- Highly organized and great attention to detail.
- 90% time spent sitting at desk.
- 10% time spent standing and moving.
- Daily walking which includes stairs.
- Office space is open to public.
- Noise fluctuates between quiet to moderately noisy.
Salary: $19.00 per hour
If interested, please submit cover letter and resume to: firstname.lastname@example.org, or mail to: The San Diego Museum of Art, Attention: Human Resources, P.O. Box 122107, San Diego, CA 92112.
The San Diego Museum of Art is an equal opportunity employer and does not discriminate in the hiring of personnel on the basis of sex, race, religion, color, national origin, disability, protected medical condition, marital status, age, sexual orientation, gender, gender identity, gender expression, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state or local law.