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Assistant to Chief Curator

Assistant to Chief Curator

Description
STATUS: Full-time, non-exempt; Monday through Friday; overtime will be required.

JOB RESPONSIBILITIES:
To oversee the daily operations of the Chief Curator?s office; to coordinate special projects, budgets, presentations, travel, meetings and scheduling; to serve as liaison to curatorial staff, Museum staff, general public, artists, collectors, donors, trustees, consultants, media and related institutions. Other responsibilities include:
1. To manage and coordinate all aspects of the eight monthly meetings of the Committee on the Collections which includes taking and preparing well written meeting minutes
2. Manages Chief Curator?s complex schedule. Oversees Chief Curator?s time ensuring critical needs are addressed and appropriate time is allotted for her work. Screens or redirects calls with tact and diplomacy. Schedules all meetings with staff and visitors as calendar permits
3. Screens or redirects calls with tact and diplomacy
4. To function as a liaison between the Chief Curator and the curatorial department heads in the budget compilation process including distribution of monthly budget printouts to all curatorial department heads.
5. Review expense reports, bills and invoices received in the Chief Curator?s office for accuracy, and create check requests providing related information to Chief Curator for approval
6. To process work orders, purchase orders, photography requests and other internal forms between Chief Curator and other Museum departments
7. To arrange travel and payment for consultants hired directly by the Chief Curator
8. To track multiple projects toward completion
9. To complete all tasks not requiring the Chief Curator?s direct attention including telephone or email inquiries and other matters as necessary
10. To type and file correspondence, contracts and minutes accurately; copy documents as needed; process facsimile correspondence, and prepare PowerPoint presentations for the Chief Curator
11. To assist in preparation of annual reporting documents and materials for publication
12. To make national/international travel arrangements (including flight, hotel, transportation and entertainment) for Chief Curator and visitors; process travel and expense reports
13. To sort and process Chief Curator?s daily mail and to maintain department calendars
14. To assist in supervising temporary office volunteers
15. To refer people, when appropriate, to other Museum personnel based on familiarity with the function/collection area of other departments
16. To serve as ad hoc department assistant for those curatorial departments that are unstaffed
17. To perform any additional assigned duties
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