Administration Division Assistant

The Jewish Museum seeks a detailed-oriented, proactive individual to provide essential administrative support and project coordination for the Finance & Administration Division, Operations & Exhibitions Services and Human Resources department. The position requires exceptional organizational skills and excellent oral, written, and interpersonal communication skills. The candidate must possess a strong ability to prioritize and manage multiple projects and deadlines, and work under varying degrees of supervision (including independently) in a fast-paced, high-pressure environment.

Department: Finance & Administration Division
Reports to: COO & Sr. Director of Operations & Exhibition Services & Human Resources
FLSA Status: Non-exempt
Schedule: Full-time

Responsibilities:

Finance & Administration Division:

  • Assist COO with routine administrative tasks; mail, copying, electronic filing
  • Manage calendar, arrange team and committee meetings
  • Track and file all museum contracts that require COO approval
  • Enter invoices for F&A division into web invoicing system to initiate payment
  • Prepare presentations, agendas, and meeting materials
  • Track and file insurance policies, certificates, and payments
  • Prepare and send routine business correspondence to vendors, banks, investment managers
  • Manage paperwork requirements for all investment and bank accounts

Operations & Exhibitions Services:

  • Process invoices and payments, create check requests, code and submit departmental statements; assist with preparation of budget reports. 
  • Manage internal distribution of executed contracts to relevant parties, monitor payment schedules and execute forms for payment.   
  • Schedule and coordinate outside vendors for varying work, and orders necessary supplies. Assist with managing the shipping and receipt of related supplies
  • Attend exhibitions and operations meetings and assist with planning and implementation of projects, as assigned. 
  • Manage the Museum’s building calendar
  • Assist in scheduling and logistics for Museum programs, as requested
  • Provide general administrative support including maintaining files, ordering and inventorying supplies, and providing calendaring support

Human Resources:

  • Process daily outgoing mail
  • Provide administrative assistance with monthly billing reconciliation
  • Manage institutional-wide calendars and conference room bookings
  • Assist staff with questions or issues regarding payroll, benefits, and personnel policies
  • Assist with employee benefits administration, including enrollments, terminations, 403b data entry, monthly invoice reconciliations, coordinating open enrollment periods, and assisting the staff with benefits questions
  • Assist with talent recruitment, including strategic outreach, vetting candidates and conducting on-boarding orientations
  • Provide additional clerical support, as needed

Requirements:

  • 2-3 years of professional administrative experience required
  • Excellent computer skills with a command of the Microsoft Office suite. Strong proficiency with Excel spreadsheets required.  Knowledge of Google Workspace preferred
  • Keen organizational skills, attention to detail, and ability to manage multiple projects simultaneously. 
  • Diplomatic and clear communicator; enjoys working with teams in a collaborative fashion.  
  • Quantitative skills to manage and track invoices and payments.  
  • Self-motivated and able to manage time to prioritize takes in order of importance; adaptable to changes in schedule over the life of a project.  
  • Ability to work on-site 5 days per week required
  • Prior experience in a museum or cultural institution a plus
  • Fully vaccinated against COVID-19 with a Center for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable accommodation due to qualified disability or sincerely held religious belief or other legal basis)

Salary Range for Position: $45,000-$53,000

Send Resume with Cover Letter To:

Director, Human Resources

The Jewish Museum

1109 Fifth Avenue

New York, NY 10128

The Jewish Museum is committed to diversifying its staff and encourages individuals of all abilities and ethnic, racial, and religious backgrounds to apply for this position. The Museum is an equal opportunity employer and does not discriminate on the basis of any protected characteristic prohibited by applicable law.

The Jewish Museum is an Equal Opportunity Employer.