Metropolitan Museum of Art
New York, NY
Full Time Permanent
The Metropolitan Museum of Art collects, studies, conserves, and presents significant works of art across all times and cultures in order to connect people to creativity, knowledge, and ideas.
The Met presents over 5,000 years of art from around the world for everyone to experience and enjoy. The Museum lives in three iconic sites in New York City—The Met Fifth Avenue, The Met Breuer, and The Met Cloisters. Since it was founded in 1870, The Met has always aspired to be more than a treasury of rare and beautiful objects. Every day, art comes alive in the Museum's galleries and through its exhibitions and events, revealing both new ideas and unexpected connections across time and across cultures.
GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
The Assistant Administrator is the sole administrator in the Department of Paper Conservation and as such oversees all administrative responsibilities related to finance, planning, new initiatives, development, communications, and office and lab functioning and coordination. Duties include supervision of volunteers and guidance for some interns.
This position offers an exciting and dynamic work environment with an opportunity to initiate improvements to the smooth functioning and growth of the Museum’s newest, smallest, and incredibly active center for conservation, preservation, research, education and advocacy.
PRIMARY RESPONSIBILITIES & DUTIES:
• Supports and assists the Conservator in Charge by maintaining their Outlook calendar, arranging travel, processing reimbursements, performing basic library and internet research for assistance with publications, and various other requests as needed.
• Office management: Answers phone, sorts and distributes mail, manages departmental email account, escorts and greets visitors, oversees timekeeping, photocopying, maintains and purchases supplies and equipment, files correspondence and other documentation related to departmental activities. Secures keys, email accounts, ID cards, etc for new staff, Fellows, interns, and volunteers; serves as departmental fire marshal and CLG rep; and provides general administrative support for departmental staff (6-8 staff, 2-4 interns/Fellows/volunteers)
• Annual preparation of all departmental budget proposal documents including templates and narratives. Oversight of all expenditures and donor funds throughout the fiscal year.
• Preparation of all work statistics, financial reports; reports to Visiting Committees; Director’s Office.
• Donor outreach, donor oversight, donor event planning and event execution.
• Oversight of and planning for Visiting Committee meetings.
• Track all donor funds and monitor specified fund spending; ensure donations are allocated correctly.
• Works together with Conservator in Charge to prepare grant proposals and all reporting on grant-funded activities.
• Initiate and manage contracts for various projects.
• Assist with loan procedures for works of art.
• Submit JIRA work requests; prepare monthly JIRA statistics.
• Manage administrative procedures for departmental staffing changes
• Delegate access to servers; create accounts and set up permissions for new staff, interns, Fellows and contractors.
• Assist with preparation of Hiring Review Panel paperwork.
• Augment and update departmental online presence including Instagram account and Department page on Met website.
• Manage Conservator in Charge appointments, travel arrangements, and expense reporting.
• Overseeing sourcing and purchasing of some lab and office materials and equipment.
• Serve as one of Integrated Pest Management representatives for Paper Conservation.
• Assist with maintenance of hard-copy and electronic conservation records.
• Reception and telephone duties.
• Purchase supplies, coordinate service contract for laboratory equipment, and lab improvement projects working with Museum departments and outside contractors; arrange for maintenance of office equipment.
• Departmental time-keeping; maintain address lists and calendars.
• Other duties as assigned or self-initiated.
Experience and Skills:
• A minimum of three to five years of demonstrated administrative job experience, preferably within a cultural institution.
• Ability to anticipate departmental needs, to initiate activities, and to follow through independently.
• Proven track record as a competent, detail-oriented, proactive administrator with ability to both work independently and amongst a diverse group of professionals.
• Excellent communication and writing skills.
• Excellent interpersonal skills including professional and pleasant telephone manner.
• Outstanding organizational skills and ability to multitask.
• Experience with event planning is essential.
• Experience interviewing and supervising volunteers and interns is preferred.
Knowledge and Education:
• Bachelor’s degree required.
• Professional competence with word processing. Advanced level abilities with Excel, InDesign, JIRA, TMS, and other custom software programs.
• Willingness and ability to learn and implement new software as necessary.
• Experience with managing and record-keeping of financial data required.
• An interest in, experience with, and/or educational background in photography, time-based media art, preservation, or art history is desirable.
• Fluency in English required; foreign language proficiency a plus.
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. #LI-DNI
Application Instructions / Public Contact Information
Apply at firstname.lastname@example.org