Facilities Department Administrative Assistant
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POSITION SUMMARY:Maintains Administrative activities for Facilities, Information Technology & Facilities Rentals Department’s.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- 1. Assists Facilities/Security Director with updating the maintenance schedule and coordination of museum asset repairs, such as copiers, fax machines, postal metering equipment and audio visual equipment (including related support supplies, i.e. toner, paper, janitorial supplies, office supplies etc…).
- 2. The Facilities Assistant is responsible for providing customer service to potential rental clients and assists the Event and Marketing Coordinator with all logistical aspects of the National Museum’s on-site facilities rental program. This position interfaces with the potential clients and assists them in booking and some planning of their event. Once an event is booked, the Assistant works closely with Event and Marketing Coordinator to implement the event. This position includes weekend and evening hours and requires some flexibility on scheduling based upon facilities rental schedule.
- 3. Provides assistance with other Facilities unit administrative duties (phone calls, correspondence, payment requests, reconcile invoices/billing, misc. vendor liaison, filing), and maintains mailroom, as time permits. • Keycards – maintain and administer keycards log and lists to include policies. • Parking Permits – maintain and administer parking permits log and list to include policies. • Building Keys – maintain and administer keys inventory list (update key log).
- 4. Oversee coordination of Facilities Unit staffing and administrative office duties when Facilities/Security Director is unavailable, includes but not limited to Security Guard Coverage, A/V Technician schedule, Custodial staff schedule modification for rentals, and coordination of contractors for regular routine repairs/maintenance.
- 5. Working closely with Facilities/Security Director, coordinates and oversee security and safety procedures.
- 6. Prepares all billing invoices for facility rentals and tracking of invoices and accounts receivable. Follows up with clients to resolve any invoice issues and overdue accounts.
- 7. Forwards client planning information for large events to Event and Marketing Coordinator to implement the event. Facilities Assistant will plan and implement small events for clients, updating Event and Marketing Coordinator as needed and follows up as necessary to ensure successful event. Maintains the internal room reservation calendar and responds to internal request for room reservations.
- 8. On occasion provides a thirty minute lunch break coverage for Visitor Services Associate. Training on Altru register will be provided.
- 9. Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year: a) National Museum’s Gala Dinner & Silent Auction - (off-site) typically held in the Spring (April-May) b) National Museum’s Family Festival Day- Oshogatsu Festival (January) c) National Museum’s Family Festival Day- Natsumatsuri Festival (August)
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: High School Diploma, Bachelors degree preferred; or an equivalent combination of education and experience.
Experience/Knowledge: At least one year of event planning or marketing & customer service experience. Minimum 2 years’ prior experience working as an administrative assistant, receptionist and handling payments in a museum or office setting is preferred. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills with attention to detail and ability to prepare contracts for clients. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Familiarity with Little Tokyo Community desired. Knowledge of Japanese American history and culture a plus.
Communication: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers and the general public. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format.
Computer: Computer literate, Internet savvy, and experience with MS Word, Excel, Power Point and Gmail preferred, accuracy is essential.
Math: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
Physical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Director of Facilities/Security
Positions supervised: None
The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.