Please send cover letter, resume, and salary history to careers@metmuseum.org with the position title in the subject line.
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Associate for Administration/Merchandise Department

General Description:
The Associate for Administration supports the General Merchandise Manager and the Senior Manager for Merchandise Administration in a variety of functions and has various responsibilities throughout the product development cycle for the Merchandising Division.

Under the guidance of the Sr. Manager of Merchandise Administration, the Associate for Administration is responsible for maintaining master departmental files (physical and digital) pertaining to artists or their estates, other cultural institutions, special exhibitions, and vendors. The Associate is responsible for the accurate data entry of critical product attributes in the Product Development Database and MMS retail reporting systems and for pulling reports from those systems on a scheduled and as needed basis. S/he will process paperwork in support of fee payments for all contractual obligations to artists and estates.

For the General Merchandise Manager, the Associate will provide support in maintaining cross-division standards, processes, and related documents.  The Associate will set up meetings, issues agendas, and recaps, process departmental paperwork, and facilitate timely completion of cross-division projects/initiatives.

Primary Responsibilities and Duties:
•Reproduction rights:
•Organize and maintain master files for artists, estates and lending institutions.
•Assist in streamlining and systemizing files by scanning key documents.  
•Pull data from PDD (before each season and each special exhibition) to initiate accurate payment of owed royalties.
•Prepare request-for-payment forms for fee based permissions.
•Assist with semi-annual updates to active product appendices, related to reproduction agreements.
•Requisition product samples owed per agreements.
•Track down missing information (images, proposed quantities and retail prices) necessary for permission requests. Handle DHL/FedEx/USPS packages related to permissions.
•Contact licensors for bank details and IRS documents when requested by Accounts Payable.
•Special Exhibitions:
•Schedule curator presentations and arrange necessary equipment.
•Pull relevant historical records to assist in preparing future budgets.
•Track down missing information for exhibitions merchandise lists including skus, final titles, retail prices, etc.).
•Schedule exhibition closing meetings.
•Organize and maintain Special Exhibition records, files, and recaps and related data.
Vendor Set-up:
•Maintain files for Vendor Confidentiality Forms.  
UBIT:  
•Set flags in both merchandising systems (PDD and MMS) for products in all departments to which UBIT (unrelated business income tax) is applicable.  
•Perform self-audits and support seasonal audits.
•General Administration
•Maintain updated processes, guidance documents, timelines, standards, process blanks, and folders in support of cross-division areas.  
•Organize and ensure up-to-date standards.  
•Revise, as required, based on division changes.
•Follow up on cross-division team deadlines and projects.
•Organize meetings, as required, and provide recaps.
•Support preparation for seasonal Product Merchandising events and meetings (Line reviews, Business Plans, Press Events, and others, as required.)
•Process divisional paperwork and facilitate reviews of incoming mail.
•Other related duties

Requirements and Qualifications:
Experience and Skills:
•Experience in data entry and managing diverse information in multiple formats.
•Proficiency with numbers and excel spreadsheets, strong attention to detail, high degree of accuracy with ability to prioritize and to work under pressure to meet deadlines.
•Excellent communication skills (both written and verbal) and process orientation.
•Self-motivation, strong organizational skills, flexibility and a proven problem solving track record.
•Sound business acumen and best-for-the organization ethics.
•Experience of rights and permission clearances, a plus.
•Experience in administrative work in a museum setting, a plus.
•Knowledge of product merchandising or retail, a plus.
•Knowledge of MMS, but not required

Knowledge and Education:
•Bachelor's Degree
•Knowledge of art history
•Windows Office literacy, including Excel, and Filemaker


The Metropolitan Museum of Art provides equal opportunity to all employees and applicants for employment without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, mental or physical disability, pregnancy, alienage or citizenship status, marital status or domestic partner status, genetic information, genetic predisposition or carrier status, gender identity, HIV status, military status and any other category protected by law in all employment decisions, including but not limited to recruitment, hiring, compensation, training and apprenticeship, promotion, upgrading, demotion, downgrading, transfer, lay-off and termination, and all other terms and conditions of employment.