Job Summary: The Associate Director of Administration performs operational and administrative support which includes the planning, developing, coordinating and supervising of museum activities, management of facilities, leadership for museum personnel, budget management and financial planning, contract administration, implementation of institutional strategic goals. Duties & Responsibilities: Please note that the following job duties are considered essential for the purposes of determining accommodations in conjunction with the Americans with Disabilities Act (ADA). Such a determination requires appropriate management approval.
Performs all assigned duties in compliance with internal procedures and external regulations (Federal, State and Local).
1. Work closely with Museum Director to support the implementation of institutional strategic goals and financial planning.
2. Oversees day-to-day operations and administrative functions of the museum ensuring that programs, events and facility usage are coordinated appropriately and in accordance with established practices. Suggest and implement strategies to improve efficiencies, sustainability and relevancy.
3. Support a diverse staff in security/facilities, store/visitor services, development, marketing, and museum curation; participate in staff recruitment and on-boarding. Develop and nurture a strong team; evaluate assigned personnel according to established guidelines; actively support the professional development of museum personnel.
4. Provides supervision for museum activities, facilities, gift shop, and volunteer programs ensuring a safe environment for staff and visitors. Oversees general maintenance and security of building and sites.
5. Assist the Museum Director and department heads on developing the annual program plan and budget. Oversee and manage timely production of all financial reports including monthly financial statements, operational analysis, and financial information. Ensure that monthly expense reports and invoices are processed in accordance with University procedures.
6. Assists in preparation for Board and Committee meetings; gathers staff, board, and community partnership reports for the Director [GL1], ensures room preparation and refreshments and provides administrative support for Board and Committee members as needed.
7. Oversees and maintains adequate supplies and inventory needed; works with purchasing to obtain purchase orders and qualify vendors. Manages contracts with museum service providers.
8. Works with ORSP, Director and related staff on the management of grant awards and preparation of final reports[GL2]. Build and maintain a network of business relationships within the college, local community and related associations that enhance the Hilliard Art Museum strategies and objectives. Act as museum liaison with Human Resources, Purchasing, Operational Review and Foundation.
9. Participate with University committees as requested.
10. Attend trainings, meetings and conferences as needed.
Required Qualifications: Bachelor’s Degree in Business or a related field. Master’s Degree preferred.
Minimum of 3 years of demonstrated administrative leadership as a program director or comparable role with managerial accountability for human and financial resources.
Prior experience with managing budgets, expense analysis, and financial reporting preferred. Preferred Qualifications: A commitment to a culture of diversity, equity, respect, and inclusion; demonstrated ability to build working relationships with people having a wide variety of backgrounds, perspectives, and experiences different from one's own.
Strong analytical and problem solving ability.
Exceptional communication skills and interpersonal ability with the ability to interact effectively and appropriately with diverse groups of colleagues and visitors.
Team building, consultative leadership and conflict management experience.
Ability to maintain confidentiality within University policies and external regulations (FERPA, HIPAA).
A record of managing resources to ensure fiscal responsibility and effective long-term financial planning.
Ability to adhere to University policies and procedures.
Able to organize, prioritize, and execute a variable workload and multiple priorities.
Must have proficient computer skills.
Job Ad# (req2229)
Apply on the Career site for University of Louisiana at Lafayette.