ILLINOIS STATE MUSEUM
MUSEUM TECHNICIAN III/MUSEUM DIRECTOR'S OFFICE
Position Title: Museum Technician III/Administrative Assistant to the Museum Director
Work Location: Illinois State Museum, 502 S. Spring Street, Springfield, IL 62706-5000
Job Description: Full time GRF position as Administrative Assistant to the Museum Director. Requires special expertise and skills in a wide range of areas of museum administration and management. Provides professional technical support services for the administration of the Illinois State Museum system. Handles day-to-day business for the Museum Director. Maintains director and other important museum system correspondence, electronic calendars, and records. Reviews and organizes incoming mail. Answers and routes incoming phone calls, electronic and written correspondence, and other inquiries; screens telephone calls and visitors. Arranges appointments and handles travel arrangements. Executes various complex technical assignments as delegated by the Museum Director. Maintains administrative databases; analyzes data and produces reports; enters visitor statistics and other data into electronic databases and maintains VISTA database scheduling of all group visits and ISM events for the ISM-Springfield. Maintains grant and contract database; maintains adjunct staff database and correspondence; maintains mailing label databases for Museum facilities; maintains press clips; maintains monthly and annual attendance records and others statistics and generates reports. Executes various duties and complex assignments that require special expertise, a knowledge base in the museum’s disciplines of art, anthropology, natural history, and related interpretive programming; and skills required for the position at the level of an individual with a Minimum of B.A. or B.S. in a relevant discipline (e.g., historical, educational, community or arts management/administration; nonprofit management; museum studies or a discipline relevant to the Museum’s mission and this administrative position) and 10 years of experience in a museum or similar institution. Provides assistance with wide range of Museum functions, programs, and events. Responsible for assisting senior staff and supervising subordinate staff, and directing volunteers and interns in fulfilling established technical and/or specialized projects and/or programs. Assists with on-site and off-site program and events management. Takes, transcribes, and distributed minutes from staff and other important meetings. Collates and edits monthly activity reports for all Museum facilities. Prepares correspondence and technical reports. Works independently, with minimal direction. Performs at a level that reflects national standards and best practices of an accredited museum. Follows all relevant state and federal laws and abides by professional museum ethics and the ethics of specific program areas and disciplines. Serves as the liaison to the Illinois State Museum’s Governing Board. Coordinates meetings, keeps records, and transcribes minutes for Illinois State Museum Board meetings; maintains and distributes Board lists. Oversees special needs for the main administrative office. Maintains administrative equipment and supplies; and maintains master keys list for Museum facilities.
Qualifications: Minimum of a B.A. or B.S. in historical, educational, community, nonprofit, or arts management/administration; museum studies; or a discipline relevant to the Museum’s mission and the administrative assistant position is required. Ten years of experience in a relevant position in an organization related to the Museum’s mission is preferred. Relevant previous employment history and experience in dealing with the public is preferred. Experience and proficiency with wordprocessing, electronic database management, and other office applications are required. Requires specialized knowledge, experience, and skills that relate to museums, including knowledge of the Museum’s disciplines of art, anthropology, and natural history and related interpretive programming; knowledge of standards and best practices in museums and related institutions; experience and proficiency with database entry, management, and reporting; e-mail, correspondence, and records management; and liaison interactions with Boards, funders, staff, and the public. Must have excellent oral and written communication and organizational skills. Must be able to work in a professional manner with diverse individuals, simultaneously handle multiple deadlines, take initiative, be flexible, and problem solve.
Salary: Museum Technician III RC-062-17 Monthly Salary Range $ 4,077-$6,096
Benefits: Generous vacation with personal and sick leave, including 12 paid holidays. State-sponsored retirement, group health, dental, vision and life insurance.
Application: Electronically send cover letter, curriculum vitae, and the names and addresses of three references to:
Human Resources Office, Illinois State Museum
For full consideration, submit application by December 15, 2013
Technical/programmatic questions regarding this position should be addressed to Dr. Bonnie Styles, Museum Director, Illinois State Museum, Spring and Edwards Streets, Springfield, IL. 62706-5000. Phone 217-782-7011; e-mail: firstname.lastname@example.org
Applicants should note that this position is exempt from the State Personnel Code and is under the Board of Directors of the Illinois State Museum. This is a Bargaining Unit position. The Illinois State Museum does not discriminate on the basis of race, color, sex, national origin, age or handicap in compliance with the Illinois Human Rights Act, the Illinois Constitution, Title VII of the 1964 Civil Rights Act, Section 504 of the Rehabilitation Act of 1973, as amended, and the U.S. Constitution.