• Job Description

  Req#: 1544

  Department Assistant

  Carnegie Museums - Arts Education Collaborative, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #1544

  Friday, March 7, 2025

  Formed in 1998, the Arts Education Collaborative (AEC) offers programs and resources that support quality arts education in southwestern Pennsylvania. This includes reaching school districts, arts and culture organizations, community members, and policymakers as they work to impact children and youth in the region. Carnegie Museums is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.
  

  This Full-Time position is eligible for the Carnegie Museums' many Benefits .
  
  Please scroll to the bottom of this page to see information on the starting pay rate.

  The Department Assistant is responsible for providing administrative assistance to Arts Ed Collaborative (AEC), an independent project of Carnegie Museum of Art. The position directly supports AEC’s Executive Director and Director of Evaluation and Planning, performing diverse administrative functions ensuring flow of work, schedule alignment, project completion, and communications.

  QUALIFICATIONS:

  EDUCATION AND EXPERIENCE: Equivalent required. Bachelor’s Degree and/or three years’ experience working in a nonprofit environment preferred. One year of experience in working with a diverse group of constituents. Experience with bookkeeping, museums or non-profits, and customer relationship management (CRM) databases is a plus.

  KNOWLEDGE, SKILLS, AND ABILITIES: Highly organized and skilled in calendar management. Excellent interpersonal communication and problem-solving skills and be able to work with a diverse group of constituents. Proficient typing skills and knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams), as well as remote conferencing software (such as Zoom). Experience working with relational databases and/or customer relationship management platforms – such as Salesforce – preferred. Ability to work independently and productively, including being self-directed, monitoring tasks, and meeting deadlines.

  PHYSICAL REQUIREMENTS: Must be able to move packages with small hand truck or dolly, lift objects (up to 30 pounds), move about the museum, and stay in one spot for long periods of time.

  PRINCIPAL ACCOUNTABILITIES:

  1. Provides essential and timely administrative support to AEC’s Executive Director and Director of Evaluation and Planning. Answers telephones and records and distributes messages as needed.

  1. Maintains daily calendar, schedules in-person and online appointments and meetings with internal and external stakeholders.

  1. Prepares, organizes, and proofreads documents as required. Drafts emails, letters, reports, summaries, schedules, meeting agendas and minutes, and/or other communications as required.

  1. Establishes appropriate record-keeping systems and maintains an efficient and up-to-date filing system. Maintains inventory of office equipment and supplies.

  1. Makes travel arrangements and other reservations. Tracks expense charges and, if appropriate, assists with completing online expense reports.

  1. Assists with coordination of meetings/events on behalf of Executive Director and Director of Evaluation and Planning as needed, which may include arranging for internal venues/catering, managing invitations, creating slide decks/presentations, and/or other related logistics.

  1. Assists with reporting and tracking of information (contract routing, grant deliverables, school/partner contacts, etc.).

  1. Performs other responsibilities as required.

  FACTORS FOR SUCCESS

  • Accomplishes responsibilities with a minimum of supervision. Meets established deadlines while also handling multiple projects. Keeps abreast of changes in office and records administration.
  • Resolves problems, as appropriate, including rescheduling appointments or taking other remedial steps when unforeseen problems and events arise, uses judgment to obtain approval for actions when necessary.
  • Displays diligence, courtesy, and sensitivity in dealing with the public. Keeps knowledgeable of current changes and events at Arts Ed Collaborative to be able to effectively respond to constituent or staff needs.
  • Maintains confidentiality of information at all times.

  Expecting starting pay range, based on experience, $18.44 to 22.39.

  The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.
  
  Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity
  
  The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.
  
  *GUIDANCE ON ESSENTIAL FUNCTIONS: The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities. An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job. When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below. Please note that the following guidelines are non-exhaustive. If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function? The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function? If so, the function is more likely to be essential. D. How much time is spent performing the function and how often? Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job? If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential. G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it? If so, it is more likely to be essential.
  
  

  Other details

  • Job Family Vacation Category I
  • Pay Type Hourly

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• About the company

  The Carnegie Science Center is one of the four Carnegie Museums of Pittsburgh, Pennsylvania.

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