OPS Finance Office and Museum Rental Assistant

 

 

Providing excellent customer service, the Finance Office and Museum Rental Assistant supports the Harn Museum of Art’s interaction with the public through phone calls, e-mail and Internet, and written communication including mailings and correspondence. Screens telephone calls by securing information so the caller will be given correct information and/or by directing them to an appropriate source. Assists with customer service in the business office, security desk and the museum rental program. Maintains a courteous and helpful attitude at all times, while practicing excellent customer service skills typical of the hospitality and tourism industry. Communicates with a variety of staff and visitors with diverse interests and abilities in a manner that enhances their general understanding of art and the museum. Works independently and is highly self-motivated. Makes routine contacts for the Director of Finance and Operations and collects and assembles data into a finished product. Displays superior public relations and diplomatic abilities and a high level of professional secretarial skills. Assists the Director of Finance and Operations by scheduling appointments and meetings, coordinates travel arrangements, prepares departmental purchase request forms and coordinates activities related to the creation and maintenance of departmental manuals, policies and procedures. Assists with Finance and Operations department meetings, preparing agendas, attending and taking meeting minutes, typing and distributing minutes. Organizes and maintains files for the Director of Finance and Operations. Researches and gathers information for reports, ensuring accuracy of data and clarity of presentation. Assists with special projects generated from the Director of Finance and Operations office. Working with the Director of Finance and Operations and in the absence of the Museum Rental Coordinator, responds to rental inquiries showing facility rental space to potential clients. Assists clients with event planning and implementation that complies with Harn Museum of Art policies. Develops and administers rental contracts, event liability insurance policies, routine rental correspondence and other related documents, maintaining confidentiality of client and Harn information at all times. Establishes fee schedules and coordinates billing and collection of fees with the Coordinator of Accounting. In collaboration with the Facility Coordinator, establishes setups and custodial service to meet the needs of events. Oversees events as they occur. Supports the Director of Finance and Operations and the Finance and Operations team on special projects, meetings and events. Other duties as assigned by the Director of Finance and Operations.

Advertised Salary:

$10.00 – $14.00 per hour

Minimum Requirements:

High school diploma and three years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience. Available for a minimum of 20 hours per week and up to 40 based on rental event participation. Must be willing to work flexible hours.

Preferred Qualifications:

Must have excellent customer service skills. Prefer a minimum of 2 years of clerical and tourism, hospitality, retail or related customer service experience. Communicate clearly and accurately, both in writing and orally. Superior public relations and diplomatic abilities. Carry out multiple ongoing projects with minimum supervision. Excellent organization and interpersonal skills. Excellent computer skills, including database creation and maintenance. Strong general office skills required. Must be flexible, a creative thinker and a team player. Must have professional appearance and demeanor and maintain confidentiality of all information entrusted to this position; positive attitude, collegial spirit, cheerful with a can-do attitude.

 

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