Assistant to the

Position Summary
The Mildred Lane Kemper Art Museum, part of the Sam Fox School of Design & Visual Arts at Washington University in St. Louis, seeks a dynamic, self-motivated individual to serve as the Assistant to the Director/Administrative Coordinator. Founded in 1881, the Mildred Lane Kemper Art Museum is a nationally accredited university art museum with an exceptional collection of 19th-, 20th-, and 21st-century American and European art. Its mission is to build and preserve its art collection for current and future generations; collect significant modern and contemporary art; provide excellence in art historical research, exhibition, and object-based learning; and engage the campus population, its visitors and alumni, the St. Louis region, and the global art community.
The Assistant to the Director/Administrative Coordinator provides administrative support to the director and assumes responsibility for the coordination of budgetary and human resources functions as well as the day-to-day office operations for the museum. This is a full-time, benefits-eligible position that reports to the William T. Kemper Director and Chief Curator.

Job Description

This position requires the ability to travel to on and off-campus locations as needed.

Primary Duties and Responsibilities

Provide executive level administrative assistance for museum director:

• Manage calendar and schedule meetings.
• Draft and prepare correspondences.
• Coordinate director’s advisory committee, including scheduling, invitation preparation, and minute-taking during meetings.
• Maintain and prepare key institutional documents.
• Arrange director’s travel and complete expense reports.
• Complete institutional surveys.

Oversee museum’s financial administration:

• Prepare quarterly budget reports for museum director.
• Provide routine management of six million dollar operating budget.
• Report finances for grants.
• Review staff procard expenses and travel reports.
• Monitor and assist in allocating unassigned wages pool.
• Assist in annual budget planning.

Coordinate human resources:

• Monitor and approve payroll for staff.
• Review and approve time off requests for staff reporting directly to the director and chief curator.
• Coordinate all museum job searches, including drafting HR and compensation documents, liaising with university HR, posting positions internally and externally, organizing application materials, and scheduling interviews.
• Maintain museum HR files.
• Liaise with Sam Fox School and university human resources departments.

Assist in interdepartmental organization and logistics:

• Coordinate travel and prepare itineraries for visiting professionals.
• Provide budget updates for department supervisors as requested.
• Gather and interpret data for special projects.

Perform daily tasks to ensure the smooth functioning of the museum’s administrative office, including:

• Answer phones.
• Run the administrative reception desk.
• Manage and stock office supplies.
• Sort incoming mail and serve as liaison with mail services.
• Coordinate telephone services, IT technical support, and copying and printing services for all museum staff.

Perform other duties as assigned.

Preferred Qualifications

• M.A. in art history or humanities-related field.
• Three years of administrative and financial management experience.
• Familiarity with cultural institutions and higher education.
• Excellent communication and organizational skills; ability to work self-directed, anticipating needs and responding proactively; ability to manage and prioritize multiple tasks in a busy office environment with discretion, efficiency, and accuracy.

Required Qualifications

High school diploma or equivalent high school certificate and three years of administrative experience.

Grade
G08-H

Salary Range
$19.56 - $30.35 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.

Scheduled Hours
37.5

Position Summary
The Mildred Lane Kemper Art Museum, part of the Sam Fox School of Design & Visual Arts at Washington University in St. Louis, seeks a dynamic, self-motivated individual to serve as the Assistant to the Director/Administrative Coordinator. Founded in 1881, the Mildred Lane Kemper Art Museum is a nationally accredited university art museum with an exceptional collection of 19th-, 20th-, and 21st-century American and European art. Its mission is to build and preserve its art collection for current and future generations; collect significant modern and contemporary art; provide excellence in art historical research, exhibition, and object-based learning; and engage the campus population, its visitors and alumni, the St. Louis region, and the global art community.
The Assistant to the Director/Administrative Coordinator provides administrative support to the director and assumes responsibility for the coordination of budgetary and human resources functions as well as the day-to-day office operations for the museum. This is a full-time, benefits-eligible position that reports to the William T. Kemper Director and Chief Curator.

Job Description

This position requires the ability to travel to on and off-campus locations as needed.

Primary Duties and Responsibilities

Provide executive level administrative assistance for museum director:

• Manage calendar and schedule meetings.
• Draft and prepare correspondences.
• Coordinate director’s advisory committee, including scheduling, invitation preparation, and minute-taking during meetings.
• Maintain and prepare key institutional documents.
• Arrange director’s travel and complete expense reports.
• Complete institutional surveys.

Oversee museum’s financial administration:

• Prepare quarterly budget reports for museum director.
• Provide routine management of six million dollar operating budget.
• Report finances for grants.
• Review staff procard expenses and travel reports.
• Monitor and assist in allocating unassigned wages pool.
• Assist in annual budget planning.

Coordinate human resources:

• Monitor and approve payroll for staff.
• Review and approve time off requests for staff reporting directly to the director and chief curator.
• Coordinate all museum job searches, including drafting HR and compensation documents, liaising with university HR, posting positions internally and externally, organizing application materials, and scheduling interviews.
• Maintain museum HR files.
• Liaise with Sam Fox School and university human resources departments.

Assist in interdepartmental organization and logistics:

• Coordinate travel and prepare itineraries for visiting professionals.
• Provide budget updates for department supervisors as requested.
• Gather and interpret data for special projects.

Perform daily tasks to ensure the smooth functioning of the museum’s administrative office, including:

• Answer phones.
• Run the administrative reception desk.
• Manage and stock office supplies.
• Sort incoming mail and serve as liaison with mail services.
• Coordinate telephone services, IT technical support, and copying and printing services for all museum staff.

Perform other duties as assigned.

Preferred Qualifications

• M.A. in art history or humanities-related field.
• Three years of administrative and financial management experience.
• Familiarity with cultural institutions and higher education.
• Excellent communication and organizational skills; ability to work self-directed, anticipating needs and responding proactively; ability to manage and prioritize multiple tasks in a busy office environment with discretion, efficiency, and accuracy.

Required Qualifications

High school diploma or equivalent high school certificate and three years of administrative experience.

Grade
G08-H

Salary Range
$19.56 - $30.35 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.

EEO/AA Statement
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individual’s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.

Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

Applicant Instructions
When you are ready to apply, creating an account only takes a minute. Your account creates a candidate home page which we will use to communicate with you and allows you to apply for jobs and view your application statuses. The first page of the application offers two “Quick Apply” options. Quick Apply allows you to either use a previous application or create a new application using a resume to populate the work experience and education sections of your job application. If using a resume to populate your application, check to ensure the application fields populated accurately. You may skip the “Quick Apply” page by clicking “Next” at the bottom of the page. Documents may be uploaded in the My Experience section of the application. You also have the option to apply with a Linkedin feature, which allows you to apply by using your Linkedin profile to populate some of the job application fields.