Facilities Administrative Assistant
Maintains administrative activities for Facilities, Information Technology, and Facilities Rentals departments. Position is temporary funded through 6/30/24.
Essential Duties and Responsibilities
- 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.).
- Provides assistance with other Facilities unit administrative duties (phone calls, correspondence, payment requests, reconcile invoices/billing, misc. vendor liaison, filing), maintains mailroom and ordering of office supplies.
- Keycards, parking permits, and building keys—maintain and administer master inventory list, logs, and policies for all keycards, parking permits, and building keys issued to staff, volunteers, tenants, and contractors.
- Oversee coordination of Facilities Unit staffing and administrative office duties when Facilities/Security Director is unavailable, includes but not limited to security guard coverage schedule, A/V technician schedule, custodial staff schedule modification for rentals, staff check out of IT equipment, and coordination of contractors for regular routine repairs/maintenance.
- The Facilities Assistant is responsible for providing customer service to potential rental clients and assists with inquiries on event dates and initial bookings. Responsible for updating and maintaining master internal room reservation calendar. Occasional weekend or evening hours may be required. Proof of COVID-19 vaccination is required.
- Working closely with Facilities/Security Director, assist with emergency and safety protocols and procedure updates, maintains and updates as needed the handbook and annual emergency & safety training schedule, and tracking completion for staff and volunteers.
- 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.
- Prepares monthly billing for tenants’ parking, utilities, and other fees. Follows up with tenants as needed.
- Maintains the internal room reservation calendar and responds to internal request for room reservations.
- On occasion provides a 30-minute lunch break coverage for Visitor Services Associate. Training on Altru register will be provided. Clear credit and criminal background check required.
- On occasion provides coverage for daily mail processing.
- Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year:
- JANM’s Gala & Silent Auction—(off-site) typically held in the Spring (April-May)
- JANM’s Family Festival Day—Oshogatsu Festival (January)
- JANM’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
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 outlined above.
Bachelor’s degree preferred; or an equivalent combination of education and experience.
Minimum 2 years’ prior experience working as an administrative assistant or office receptionist and handling payments in a museum or office setting is preferred. At least one year of event coordination or marketing & customer service experience. 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 and invoicing 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.
Has excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Is able to effectively present information in one-on-one and small group format and large group format.
Is Computer literate, Internet savvy, and experienced with MS Office, Google Calendar, and Gmail preferred. Knowledge of ESpace calendars and Altru database beneficial. Accuracy and attention to detail are essential.
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.
Ability to act on own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Is able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
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 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
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.
The Facilities Administrative Assistant position is temporarily funded through June 2024. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you be employed until any date in the future, including June 30, 2024.
Reports To: Facilities/Security Director
Positions Supervised: None