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Associate Administrator
NYFA
New York, NY, United States
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Description
GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
The Associate Administrator is responsible for administrative support to the Department of Drawings and Prints and financial coordination, administrative oversight, and management of administrative functions in the department. The incumbent will work across the Department and interact with all principal curatorial, conservation, and administrative departments around the Museum.
PRIMARY RESPONSIBILITIES & DUTIES:
• Financial Support: Assist in preparation of the budget and actual expense, prepare monthly expense accruals, request for payments, purchase orders, and other departmental financial tasks (through multiple cost centers); liaise with senior staff, offices of Budget and Planning, Finance, and Development. Verify accuracy of monthly financial reports; investigate and correct erroneous General Ledger postings across multiple cost centers. Track Museum’s contracts with key vendors and contractors.
• Manage purchases and gifts including acknowledgments of gifts and promised gifts, managing works on deposit for examination, coordination and processing of paperwork for purchases and gifts, contacting vendors for invoices and other relevant documents, and coordinating shipping details with vendors. Compile information for the department’s contribution to the museum’s Annual Report and for Visiting Committee meetings.
• Administrative Duties: Prepare mailings and distributions, electronic and hard copy; file/FAX/photocopy; coordinate meetings and functions in conjunction with Assistant for administration; carry out departmental errands and mail/package management. Participate in meetings by taking notes, coordinating agendas, and fostering next steps. Assist when needed in aspects related to the day-to-day activities of the study room including greeting incoming visitors to the Department; answering telephone, directing calls to the appropriate person(s), scheduling appointments, supervising visitors when necessary.
• Procurement: Prepare requisitions and configurations; approve all charges to the department’s cost centers, sign off on spend authorizations for curators in Workday, FedEx/DHL requests, all requisitions, process Requests for Payment; place orders with procurement card; reconcile statements; order supplies for department and gallery materials.
• Personnel: Submit employee timesheets information into electronic tracking system (Kronos) and sign off on D&P staff timecards each Monday morning; prepare Human Resources paperwork connected to changes in personnel.
• Administrative: Order supplies, maintain records, handle invoices, coordinate maintenance and repair work and manage timekeeping policies and procedures for all departmental staff.
• Liaise with other administrative departments in the Museum such as Counsel’s Office, Human Resources, Registrar, Office Services, and Security.
• Other duties as assigned.
REQUIREMENTS & QUALIFICATIONS:
Experience and Skills:
• Strong written and verbal skills a must
• Five years of administrative experience in a cultural institution preferred
• Autonomous and detail oriented
• Excellent organizational and time management skills. Ability to take initiative and work well under pressure, multitask, and balance urgent with long-term needs
• Ability to follow directions and execute tasks promptly according to specifications
• Ability to interact and communicate effectively with all staff as well as the Board of Trustees, donors, and visitors
• Ability to work as part of team
• Previous experience with a variety of executive tasks, including filing, answering phones, and managing