Description:
- Responsible for filing, sorting, and general office organization
- Assists Acting ED in delivering financial information and records to bookkeeper in a timely manner
- Day-to-day financial administration and financial record keeping
- Compiles bi-weekly bookkeeper submissions (AR, AP, Payroll, etc.)
- Prepares invoices for rentals, grants, memberships, tours, and donations
- Prepares receipts for charitable donations
MUSEUM OPERATIONS and FACILITY MANAGEMENT
- Maintains knowledge of YTM operational policies and procedures
- Assists in tracking all retail operations including gift shop merchandising and display, inventory management, transaction software and hardware, cash management and reporting
- Helps maintain detailed statistics of visitors/users/members
- Checks and monitors all indoor and outdoor physical spaces for daily operational readiness
- Monitors the cleaning and maintenance schedule, provides guidance to summer staff as to their daily responsibilities at the museum and assists in accomplishing maintenance goals
- Ensures that all office, janitorial, gift shop, and kitchen supplies are replenished and cleaning is conducted according to seasonal schedule
- Assists the Acting Executive Director with managing our facility rentals during the offseason
HUMAN RESOURCES
- Supports a healthy organizational culture and collaborative working environment among staff
- Assists Acting ED in providing secondary supervision for FOH staff
- Schedules summer staff, supports staff training and performance planning
- Attends weekly or other staff meetings as requested
Sample Week:
- Tuesday morning: Prepare package for bookkeeper, track Visa spending, AR/AP, payroll
- Tuesday afternoon: Gift shop management (inventory, sales, Lightspeed receipts, tracking) and Rentals coordination
- Wednesday morning: Prepare invoices and receipts, track memberships in Sumac
- Wednesday afternoon: Staff review, staff and cleaning scheduling, building and grounds review
- Thursday (additional or expanded tasks if needed or required)
- Saturday or Sunday: Front of house staff supervision, general filing, rentals program management