Job Description

The Utah Historical Society (UHS) is seeking to hire a full time Museum Administrative Support Specialist to coordinate specialized agency office functions and activities and to provide administrative support to management and staff within the Museum of Utah. In this position, the candidate must perform a wide variety of administrative support duties for the Utah Historical Society (UHS) and primarily for the Museum of Utah, ranging from general financial and clerical support to complex administrative coordination.
Principal Duties
Administrative Support:

• Assists with general office management at the Museum of Utah, such as organizing work spaces, supplies, etc.
• Provides administrative support to the Director of the Museum of Utah.
• Coordinates with the Operations Specialist to ensure daily functions of the museum are handled efficiently.
• Coordinates with the Admin Support Team of UHS to ensure processes are handled efficiently and resources are in compliance with policies.
• Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
• Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
• Writes or drafts correspondence, reports, documents and/or other written materials.
• Coordinates and/or acts as a liaison with other agencies, organizations, suppliers, etc.
• Coordinates tasks with other administrative staff in the Museum of Utah and the UHS.
• Coordinates Archives and Records Management with museum staff.
• Serves as back up for the UHS membership program.
• Performs other duties as assigned.

Purchasing/Finance/Travel:

• Coordinates and processes travel authorizations and expense reports per State of Utah Travel policies for museum staff.
• Processes purchase requests and reimbursements for museum staff per State of Utah Purchasing policies.
• Manages a State of Utah Purchase Card and processes a monthly reconciliation.
• Assists with reconciling monthly program budgets.
• Maintains internal records, including travel and fiscal payment electronic processing.
• Provides training to museum staff to ensure policies are followed.

Meetings and Events:

• Schedules meetings and prepares materials, takes meeting minutes; maintains calendars for offices and public meeting spaces, etc.
• Assists with events, including preparing group gatherings registrations; scheduling event meeting space and managing event logistics, assists staff in preparing all collateral materials, seeks donations for specific events; involved in location, food, transportation, and presentation arrangements; and human resources support.

Ideal Candidate
The ideal candidate will have the following:

• This is a professional position requiring knowledge and experience in the areas of administrative support, office management, event coordination, and the ability to work in a team environment.
• Knowledge of principles, practices and procedures of an office environment.
• Intermediate to advanced skills in Microsoft Office Products such as Word, Excel and PowerPoint and Adobe Acrobat and Google Suite.
• Ability to self-direct, take initiative, plan, organize and prioritize time and workload to accomplish tasks and meet deadlines.
• Excellent written and oral communication skills.
• Strong organizational skills; detail-oriented; skill and ability to establish, organize and/or maintain files; find, gather and collect information or data.
• Ability to deal with people in a manner which shows sensitivity, tact, and professionalism.

Supplemental Information

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
• Valid driver license required to drive a motor vehicle on a highway in this state per UCA53-3-202(1)(a).

Benefits:
The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for a detailed information page: . To access a Total Compensation Calculator in Excel format click .
FMLA General Notice:
(right click + open link in new tab)
(clic derecho + abrir en una pestana nueva?)

Skills Required