This vital administrative position provides essential support to ZMA staff, the museum, and its guests. As the primary clerical representative, roles and responsibilities are divided into three core areas, including: Office Management, Visitor Service, and Volunteer Administration.
Reports To: Executive Director
Office Management Responsibilities
Responsible for the museum’s administrative processes, this position requires efficiency, organizational skills, attention to detail, writing and editing skills, and discretion. The ideal candidate will:
- Implement and streamline office procedures.
- Support museum staff; carry out routine filing; Manage mail; update letterhead, and perform other projects as needed.
- Maintain the Office Manager Manual.
- Update monthly attendance and volunteer reports.
- Create, administer, and accurately maintain all calendars, including the weekly meeting and event schedule, monthly staffing calendar, yearly ZMA calendar.
- Maintain orderly and well-stocked kitchen and office supply areas, ensure maintenance of all office equipment including the Xerox copier, printers, phones, computers, typewriter, fax, and scanner etc.
- Complete monthly kitchen and quarterly office supply inventories. Order supplies as needed, staying within the museum’s budget, and ensure ink, paper, toner etc. are fully stocked.
- Troubleshoot office equipment issues; maintain an up-to-date index in the Office Manager Manual with all equipment information including the contact information of maintenance technicians.
- Manage logistics of select museum events.
- Create event workflows including, but not limited to, exhibition openings and concerts, programs, and events (examples: Holiday and Adventurous Palette); complete a post-event postmortem.
- Create event set-up sheets; ensure the smooth set up and administration of events.
- Create event shopping lists; purchase food and other event-related items; assist with event-related food preparation.
- Draft acknowledgement letters for event and program participants.
- Secure state liquor license for select events.
- Oversee the museum membership program.
- Update digital and paper files.
- Create and distribute monthly renewal and bimonthly acknowledgement letters.
- Create membership packets and cards.
- Administer gift promotions.
- Compile gift baskets and required paperwork for event promotions. (examples: Genesis Girl’s Night Out, Groundhog Day Auction, Festival of Trees)
- Administer outreach event email capture and promotional giveaways; maintain accurate digital and paper files.
- Other duties as assigned.
Visitor Services Specialist Responsibilities
As a Visitor Services Specialist you play a vital role in welcoming our visitors and providing the necessary information to make each visitor’s experience enriching and memorable. This position promotes excellent customer service, in person and over the phone, and creates a welcoming environment for everyone. You will:
- Manage the presence, organization, and efficiency of the museum’s main visitor service desk.
- Maintain administrative documentation related to the visitor service desk including, but not limited to: the Visitor Services Manual; membership files; weekly Volunteer Information Flyer; and select Board materials.
- Answer all incoming phone calls; forward calls to the appropriate department; take and forward messages.
- Automate the museum’s phone system by March 2018.
- Welcome and assist ZMA guests.
- Provide information to visitors about the ZMA and our collections, public programs, and special exhibitions.
- Proactively approach visitors and answer questions, including the location of amenities (restrooms, etc.) and works of art, as well as general museum inquiries.
- Remain knowledgeable regarding ZMA exhibitions and programs; provide general information about museum membership, programs, admissions policies, and admission prices.
- Process admissions.
- Ensure visitors’ coats and large bags are securely stored in the coatroom; ensures the coatroom is well-maintained.
- Track guest attendance; maintain accurate and up-to-date digital and paper attendance records by the first of each month.
- Process education program, admission, membership, and Museum Store sales efficiently and accurately.
- Maintain the museum’s front door kiosk, ensuring all material is up-to-date, orderly, and well-stocked.
- Other duties as assigned.
Volunteer Coordination Responsibilities
As the ZMA’s Volunteer Coordinator, you create a vibrant, supportive, educational, and enriching atmosphere for all volunteer staff, ensuring that each volunteer feels like a valued member of the museum community, and that each volunteer’s unique skill set is well utilized.
- Recruit, train, and manage the ZMA’s dedicated volunteers.
- Coordinate and facilitate quarterly volunteer training sessions; coordinate volunteer projects, and skillfully assign responsibilities best utilizing volunteer skills.
- Schedule volunteers to administer visitor service desk and assist with special projects.
- Ensure volunteers are aware of their scheduled shifts.
- Maintain all volunteer information materials including, but not limited to, the Volunteer Roster, the Volunteer Registration Form, and the weekly Volunteer Information Flyer.
- Ensure that the digital and paper Volunteer Time Log is updated by the first week of the month.
- Empower ZMA volunteers; ensure their inclusion in museum culture; evaluate the volunteer staff as needed.
- Other duties as assigned.
- Bachelor’s degree in business, hospitality, or related field preferred.
- Administrative experience with the ability to effectively, enthusiastically, and accurately conduct routine administrative responsibilities; excellent written and oral communication skills with the ability to communicate well to a range of audiences; strong editing skills.
- Ability to assess and manage multiple competing priorities; work well under pressure; have excellent organizational, time management, and creative problem solving skills; ability to work well with a dynamic schedule.
- Capacity to work collaboratively and interdepartmentally; a self-starter with the ability to work independently and follow through on all assignments with minimal direction, ensuring that responsibilities are completed on time, within budget, while maintaining the highest standards.
- Commitment to providing excellent guest services, valuing diverse audiences.
- Demonstrated Word, Outlook, and Excel skills required.
- Willingness to work some evening and weekend hours.
- Part-time; non-exempt; 25 to 29 hours each week. Anticipated schedule:
- 10–5 Tuesday, 8–5 Wednesday, 10:30–7:30 Thursday, 10–5 Friday or
- 8–5 Wednesday, 10:30–7:30 Thursday, 10–5 Friday, 10–5 Saturday
- Compensation commensurate with experience.
- Some evening and weekend hours required.
- Position requires satisfactory completion of BCI background checks.
Candidates should submit a cover letter, resume, and the names, titles, and phone numbers of three professional references via email to Laine@zanesvilleart.org. The subject line should include: Office Manager Position. This position is open until filled. The Zanesville Museum of Art is an equal opportunity, affirmative action employer and is strongly and actively committed to diversity within its community.
About The Zanesville Museum of Art
For over 80 years, the Zanesville Museum of Art has maintained an encyclopedic collection of over 8,000 paintings, sculptures, prints, drawings, and decorative arts that span thousands of years and represent diverse cultures. We hold particularly strong collections of regional American Art Pottery, glass, works on paper, and paintings. Select works are displayed in one of eighteen galleries in the 34,000 square foot modern structure constructed in 1977 and expanded in 2001. For more information visit www.zanesvilleart.org.
The Zanesville Museum of Art ignites human imagination and understanding through the visual arts. Furthermore, its permanent collection, facilities, exhibitions, and public programs enhance the cultural life of the community and preserve its heritage.
ART INSTRUCTOR/PARTY HOST
The Zanesville Museum of Art is currently seeking a charismatic art instructor for our Adventurous Palette: Canvas and Cocktails program. Adventurous Palette is a unique painting party experience where the instructor guides participants in painting a masterpiece from the ZMA’s permanent collection. The program’s main focus is to create an entertaining and relaxing atmosphere where participants experiment with painting, enjoy wine and hors d'oeuvres, and socialize with old and new friends surrounded by the museum’s unique atmosphere.
The ideal candidate is a skilled artist, has exceptional interpersonal skills, a dynamic teaching style, and demonstrates enthusiasm while leading a group of 20 people.
Hours: Part Time, Monthly 2-hour painting workshops starting February 2018. Days and times may vary.
Salary: $90 per workshop
- Execute monthly, 2-hour Adventurous Palette: Canvas and Cocktails workshops.
- Create an organized program plan approved by the ZMA’s education coordinator ensuring an engaging and well-paced Adventurous Palette program.
- Conduct structured and energetic workshops.
- Assist participants as needed to ensure success and satisfaction.
- Work with the education coordinator to choose images from the ZMA permanent collection that would work well for the audience and time frame for each monthly workshop.
- Bachelor’s degree in Art or related field preferred.
- Proficiency in drawing and painting.
- Proficiency in printmaking, sculpture, and ceramics a plus
- Demonstrated experience teaching or leading groups.
- Experience with customer service a plus.
- Excellent communication skills.
- Ability to be timely and reliable.
About The Zanesville Museum of Art
In its 81st year, the Zanesville Museum of Art maintains an encyclopedic collection of over 8,000 paintings, sculptures, prints, drawings, and decorative arts that span thousands of years and represent diverse cultures. We hold particularly strong collections of regional American Art Pottery and glass and works on paper. Select works are displayed in one of eighteen galleries in the 34,000 square foot modern structure constructed in 1977 and expanded in 2001. For more information visit us at www.zanesvilleart.org.
The Zanesville Museum of Art is an equal opportunity, affirmative action employer and is strongly and actively committed to diversity within its community.
Candidates should submit their cover letter, resume, 3 images of recent artwork, and the names, titles, and phone numbers of three references via email to firstname.lastname@example.org. The subject line should include: Art Instructor/Party Host Position Application.
The position is open until filled. Submission deadline is January 31, 2018.