Administration Division Assistant at The Jewish Museum
Job Title: Administration Division Assistant
Job Status: Full-time
Location: New York, NY
Salary: $45,000 – $53,000
The Jewish Museum:
The Jewish Museum serves people of all religious, cultural, and ethnic backgrounds through world-class art exhibitions ranging from ancient to contemporary. Founded in 1904 and located on New York City’s Museum Mile, the Jewish Museum aspires to be the global leader at the center of Jewish culture.
The Museum maintains a unique collection of nearly 30,000 works of art, ceremonial objects, and media reflecting the global Jewish experience over more than 4,000 years. The Museum’s thought-provoking, innovative, and intellectually stimulating exhibitions and education programs serve a wide range of audiences, including families, teens, students, educators, and visitors with disabilities. As an identity-based institution, the Museum plays an important role among cultural institutions, challenging all forms of bigotry and discrimination and promoting understanding among wide audiences. The Jewish Museum invites applicants of all backgrounds to consider joining the Museum in its work.
The Jewish Museum is committed to creating an inclusive and welcoming environment for all and to promoting a positive work culture that celebrates difference, challenges prejudice, and ensures fairness. Integrity, collegiality, and excellence are central to the Museum’s values. These values, along with an institution-wide commitment to Diversity, Equity, Access & Inclusion (DEAI), are embedded in the Museum’s strategic plan and will be the focus of a comprehensive DEAI action plan.
The Position:
The Jewish Museum seeks a detailed-oriented, proactive individual to provide essential administrative support and project coordination for the Finance & Administration Division, Operations & Exhibitions Services and Human Resources department. The position requires exceptional organizational skills and excellent oral, written, and interpersonal communication skills. The candidate must possess a strong ability to prioritize and manage multiple projects and deadlines, and work under varying degrees of supervision (including independently) in a fast-paced, high-pressure environment.
Responsibilities:
Finance & Administration Division:
- Assist COO with routine administrative tasks; mail, copying, electronic filing
- Manage calendar, arrange team and committee meetings
- Track and file all museum contracts that require COO approval
- Enter invoices for F&A division into web invoicing system to initiate payment
- Prepare presentations, agendas, and meeting materials
- Track and file insurance policies, certificates, and payments
- Prepare and send routine business correspondence to vendors, banks, investment managers
- Manage paperwork requirements for all investment and bank accounts
Operations & Exhibitions Services:
- Process invoices and payments, create check requests, code and submit departmental statements; assist with preparation of budget reports.
- Manage internal distribution of executed contracts to relevant parties, monitor payment schedules and execute forms for payment.
- Schedule and coordinate outside vendors for varying work, and orders necessary supplies. Assist with managing the shipping and receipt of related supplies
- Attend exhibitions and operations meetings and assist with planning and implementation of projects, as assigned.
- Manage the Museum’s building calendar
- Assist in scheduling and logistics for Museum programs, as requested
- Provide general administrative support including maintaining files, ordering and inventorying supplies, and providing calendaring support
Human Resources:
- Process daily outgoing mail
- Provide administrative assistance with monthly billing reconciliation
- Manage institutional-wide calendars and conference room bookings
- Assist staff with questions or issues regarding payroll, benefits, and personnel policies
- Assist with employee benefits administration, including enrollments, terminations, 403b data entry, monthly invoice reconciliations, coordinating open enrollment periods, and assisting the staff with benefits questions
- Assist with talent recruitment, including strategic outreach, vetting candidates and conducting on-boarding orientations
- Provide additional clerical support, as needed
Requirements:
- 2-3 years of professional administrative experience required
- Excellent computer skills with a command of the Microsoft Office suite. Strong proficiency with Excel spreadsheets required. Knowledge of Google Workspace preferred
- Keen organizational skills, attention to detail, and ability to manage multiple projects simultaneously.
- Diplomatic and clear communicator; enjoys working with teams in a collaborative fashion.
- Quantitative skills to manage and track invoices and payments.
- Self-motivated and able to manage time to prioritize takes in order of importance; adaptable to changes in schedule over the life of a project.
- Ability to work on-site 5 days per week required
- Prior experience in a museum or cultural institution a plus
- Fully vaccinated against COVID-19 with a Center for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable accommodation due to qualified disability or sincerely held religious belief or other legal basis)