Office and Systems Coordinator

23790BR

Spencer Museum of Art

Position Overview

The Office and Systems Coordinator works to support a range of Spencer Museum of Art (SMA) office activities and services. The primary responsibilities of the Office and Systems Coordinator are fulfilling staff administrative requests; coordinating position postings and onboarding new staff; developing and implementing staff trainings and meetings; and creating and maintaining general internal communication and procedural documents. The person in this role will also contribute to monitoring museum-specific administrative databases, including data entry and reporting; digital and physical document archiving and processing; and assisting with purchasing, deposits, and other transactional office needs. The ideal candidate for this position will be enthusiastic about assisting staff with day-to-day needs, committed to performing meticulous work with a high level of accuracy and care, and able to reliably meet deadlines. This position requires a high level of confidentiality due to the sensitive nature of staff and donor records and interactions. The person in this position will need to function responsibly, reliably work set hours on-site, act independently, and use discretion. The position will report to the Deputy Director for Operations and Innovation.

Job Description

 45% Staff Management and Human Resources

• Oversee the main-line phone and field inquiries from the public on a daily basis.
• Communicate to the Shared Service Centers Human Resources specialist in the creation of position descriptions and position searches.
• Complete all SMA-specific on-boarding paperwork for new employees, professional, academic, and student staff.
• Assist SMA supervisors with internal needs of new/current employees, including training, startup needs, establishing phone and data service, and ongoing administrative requirements for individuals.
• Assist staff with placing supply and material orders (including stocking the staff work room). arranging and purchasing parking permits, and processing individual payment forms and business service agreements.
• Monitor and post temporary building signage for emergency, maintenance, and inclement weather postings.
• Create, update, and manage all staff manuals and lists.
• Assist Director of External Affairs with website updates for staff, job postings, and emergency postings.
• Manage the logistics of and facilitate monthly staff meetings.
• Assist staff in logistic coordination of museum-wide and/or departmental trainings.
• Manage, track, and disseminate requests for volunteer work with the Museum.
• Assist staff, visiting scholars, and artists with travel arrangements as needed.
• Oversee incoming and outgoing mail, including maintaining mailings accounts (USPS, Fedex, and UPS) and assisting with special donor and publication mailings.
• Assist with processing annual student awards in collaboration with academic programs staff.

45% System Management, Archiving, and Processing

• Observe SMA patterns and methods to strategize and recommend improvements to system integration and procedural documents.
• Manage document rentition and disposal of museum forms and documents.
• Monitor naming standards and organization of digitally stored folders and documents.
• Serve on the Museum’s Information Management team, which works to improve efficiencies and processes for all staff.
• Manage attendance numbers for exhibitions by tabulating and visitor numbers from the Museum’s people counter system, TrafSys.
• Assist the Deputy Director for Operations and Innovation with financial database data entry and reconciling, as needed.
• Work with individual staff, using the KU Concur Travel System, to make arrangements for and reimbursements from travel.
• Oversee and gather data for annual institutional statistical, salary, and operation surveys and the Museum reaccreditation process.
• Assist with data entry and record management of the MuseumPlus modules and preserving the institutional history of the Museum, including grants and major initiatives.
• Assist with physical record and document management with the Museum’s institutional archive.
• Manage and post Spencer events on various online calendars, including Museum staff Outlook calendar, KU Events Calendar, Lawrence Kids Calendar, Explore Lawrence Calendar.

5% Supervision

• Supervise at least one part-time student administration assistant.
• Oversee student assistant in system data entry, in particular in MuseumPlus, and archive processing.

5% Other Duties As Assigned

• Contribute to targeted digital projects, such as collection keyword entries, alternative text for images, and visual description of collection objects.
• Assist with special events and serving at the Welcome Desk as needed.

Position Requirements

This position has the option of a hybrid work arrangement. Incumbent may work remotely and on campus based on a set departmental schedule.

Required Qualifications

High School Diploma or GED plus four (4) years of *office experience. *Four (4) years of post-secondary education may be substituted for the office experience.

Experience using the Microsoft Office Suite.

Prior work experience that required attention to detail and excellent organizational skills.

Strong written communication skills as evidenced by application materials.

Preferred Qualifications

Bachelor’s Degree.

Proficiency with Raiser’s Edge, MuseumPlus, or other relevant database experience.

Experience with learning new systems and softwares quickly.

Experience creating and/or leading employee trainings.

Professional experience collecting and analyzing data.

Experience working with website content management systems.

Contact Information to Applicants

Jennifer Talbott, jtalbott@ku.edu, 785-864-0135

Additional Candidate Instruction

A complete online application includes:

Cover letter addressing how you meet the required and preferred qualifications.

Resume.

Contact information for three professional references (including at least one previous or current supervisor).

Completion of the online application.

• Application review begins Monday, November 14, 2022 and continues until a pool of qualified candidates has been collected.

Advertised Salary Range

Starts at 43,000, final determination commensurate with experience

Application Review Begins

14-Nov-2022

Anticipated Start Date

12-Dec-2022

Primary Campus

University of Kansas Lawrence Campus

Employee Class

U-Unclassified Professional Staff

Work Schedule

Monday – Friday, 8 am – 5 pm

Job Family

Administrative Support-KUL

Work Location Assignment

Hybrid

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university’s programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Executive Director of the Office of Institutional Opportunity & Access, IOA@ku.edu, 1246 West Campus Road, Room 153A, Lawrence, KS 66045, 785-864-6414, 711 TTY 9for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).