PURPOSE OF POSITION: Advance the mission of Tudor Place by providing management of administrative functions including routine accounting, administration of human resources, museum-wide office systems, database management, and Board of Trustees. Position also collaborates on fundraising activities and supporting Executive Director.

RESPONSIBILITIES:

Executive Director Support

Provide general and administrative support to the Executive Director.

Office Management

• Manage office equipment including server and phone system, providing technological support for individual users.

• Maintain corporate, communication, and financial files and institutional archives.

• Manage all office systems to ensure efficient work environment, including monitoring and ordering office supplies.

• Answer central telephone when Museum Assistant is not present

• Distribute mail

• Monitor, order, and organize office supplies and equipment

• Coordinate staff meetings.

Financial Management

• Manage budget preparation.

• Process all payables and receivables and perform basic accounting functions.

• Coordinate services of independent accountant.

• Manage audit

Board of Trustees

• Responsible for logistical arrangements for all Board and Committee meetings.

• Provide on-site management of meetings.

• Take notes and draft minutes.

• Coordinate communications records of Board of Trustees.

• Maintain manuals on Board policy, minutes, actions, and orientation.

• Coordinate and manage all communications with Collections, Development, Finance, Nominating, Strategic Planning, and Buildings and Grounds Committees

Human Resources

• Coordinate human resources administration including maintenance of records and facilitation of recruitment, orientation, and evaluation activities.

• Provide coordination of pension and health care plans.

• Process payroll.

• Calculate leave time.

• Run background checks (submit online and distribute as required)

• Arrange annual Staff Retreat in January.

Community Relations

• Manage all neighbor relations including semi-annual meeting of Neighborhood Liaison Committee and special projects such as Preservation Plan

• Monitor institutional adherence to the Board of Zoning Adjustment conditions

Communications

• Answer and route press inquirers and facilitate press visits.

• Take photos and/or video of events as requested by the Director of Communications.

General

Perform other duties including, but not limited to, work on projects and special events.

EXPERIENCE AND EDUCATIONAL REQUIREMENTS:

1. Bachelors degree.

2. Three years experience in administration or related experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Excellent computer skills, including knowledge of Raiser’s Edge and Quick Books.

2. Excellent interpersonal and written and verbal communication skills.

3. Detail oriented, self-starter with follow-through, initiative, and ability to set

priorities and handle multiple tasks.

4. Excellent discretion, judgment, tact, and poise with ability to maintain

confidentiality of privileged information.

5. Ability to work collaboratively with a broad range of staff, vendors and media.

6. Ability to work within tight deadliness with attention to detail and accuracy.

7. Knowledge of computer systems and familiarity with office equipment a plus.