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Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:

Provides administrative support to the Director in the daily operations of the Hallie Ford Museum of Art, helping to align operations and staff in support of strategic and programmatic goals. Researches, develops, and implements new policies and procedures in accordance with best professional practices and explores opportunities to grow the efficiency of existing policies and procedures across the institution. Serves as Hallie Ford Museum of Art store manager and special events liaison/coordinator.

Reports to and receives work assignments from the Director of the Hallie Ford Museum of Art. Works independently under applicable University policies, procedures, regulations, and guidelines. Supervises two part-time gallery receptionists.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions:

• Provides administrative support to the Director, assisting with correspondence and communications as it relates to collections, exhibitions, programs, donor relations, stewardship, and related services: assists in the preparation of solicitation letters, thank you letters, Deeds of Gift, temporary loan contracts, grant proposals, and other correspondence related to exhibition and program development and donor relations, including maintenance of confidential donor and financial files. Provides project management and support for new initiatives and projects initiated by the Director and Hallie Ford Museum of Art staff.

• Provides additional administrative support to the Director and Hallie Ford Museum of Art staff: gathers, tabulates, and interprets attendance figures and submits monthly attendance reports; assists in the preparation and formatting of interpretive material that accompany collections and exhibitions, including text panels, chat panels, and annotated labels; helps format and prepare books and monographs for publication; and proofreads invitations, posters, text panels, chat panels, annotated labels, books, monographs, brochures, fliers, press releases, newsletters, calendars, and other printed material.

• Serves as department fiscal officer: works with the Director to develop and prepare the annual operating budget; monitors the annual operating budget, restricted accounts, endowment funds, and grant accounts; processes payment requests, journal entries, travel and mileage reimbursements, speaker honorariums and stipends, cashier deposits, and new vendor requests. Orders office supplies and equipment; submits work orders for ongoing maintenance and repair work; troubleshoots operational and facility needs; and maintains and updates office files, including sensitive financial and donor information and records.

• Serves as manager of the Hallie Ford Museum of Art store and web store: purchases retail merchandise that supports the Hallie Ford Museum of Art’s mission; initiates product development that promotes collections and exhibitions; sources vendors, obtains licensing permissions, and collaborates with Hallie Ford Museum of Art staff on implementation. Establishes consignment agreements with local artists and ensures artist payment for sales. Receives merchandise and resolves shipping and quality control problems and/or issues via ongoing communication with vendors. Inputs merchandise data into POS system, establishes pricing, and oversees displays in the store. Reconciles daily store sales for GL deposits. Trains part-time gallery receptionists on POS system and admission and store procedures and practices.

• Promotes and directly provides a high level of customer service toward faculty, staff, students, members, visitors, and others. Supervises, trains, hires, and evaluates part-time gallery receptionists.

• Serves as primary liaison with internal and external groups who wish to rent the Hallie Ford Museum of Art for receptions, sit-down dinners, meetings, or lectures. Checks on the availability of space; explains rental policies and procedures; and directs them to the Scheduling office who arrange for rental payments, catering, security, and custodial.

• Manages four to six Hallie Ford Museum of Art receptions and sit-down dinners per year. Arranges for catering, security, decorations, and custodial. In addition, coordinates the logistics for HFMA-sponsored lectures, films, panel discussions, concerts, and related education programs. Reserves space on campus, books audio visual equipment, and arranges for technical support.

• Performs other duties as assigned.

Minimum Qualifications:

• A high school graduate and two to four years of college or post-high school training is required. A BA degree is preferred.

• Two to four years of progressively responsible administrative and retail experience required. Experience with museum operations and accounting methods preferred.

• Knowledge of computer word processing (PC), database, spreadsheet software programs, and computer/internet research and communications required.

• Excellent computer skills; excellent written and oral communication skills, including skills in composition, spelling, grammar, punctuation, and proofreading; excellent customer service and interpersonal skills; excellent organizational and time management skills. Ability to prioritize tasks and meet deadlines in an environment of frequent interruptions; ability to work independently with a minimum amount of instruction and supervision; ability to establish and maintain harmonious relations with faculty, staff, students, members, visitors, and others.

Typical Work Schedule

21 hours per week; exact days may vary

Physical Demands & Working Conditions

Typical work is performed indoors in a normal office environment

Salary: $21.12 per hour

Applications will be reviewed beginning January 2, 202

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis

• Current Resume

Incomplete applications will not be considered.