The Oakland Museum of California (OMCA) is currently seeking a Special Projects Coordinator (Job 1.2) to support the organization’s Executive Director.
OMCA is one of the Bay Area’s leading cultural institutions and the only museum devoted to the art, history, and natural sciences of the state. OMCA recently completed a $62.2 million capital campaign for the Museum’s first-ever renovation and is currently undertaking a significant organizational transformation. This is an exciting opportunity to be a part of OMCA’s transformation as a 21st century museum.
SUMMARY OF POSITION DUTIES AND RESPONSIBILITIES
The Special Projects Coordinator provides administrative and project assistance to the Museum Executive Director and administrative support to the OMCA Foundation Board of Trustees. In addition to general administrative duties such as answering the phone, scheduling appointments, coordinating meetings, executing meeting preparation and follow-up, and making travel arrangements, the position provides specialized technical assistance to the Executive Director in creating visual presentations, financial spreadsheets, and project management tools, and implements the Director’s presence on social media, including Facebook and Twitter.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.
Institutional Responsibilities
• Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future;
• Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement;
• Exercise leadership, the highest level of integrity, and professionalism in all aspects of work on behalf of OMCA and service to the public;
• Contribute creative ideas and propose solutions to support a proactive work environment;
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives;
• Work within guidelines for the prudent management of the OMCA annual budget and finances;
• Adhere to personnel policies and practices;
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement;
• Participate on and/or lead project teams as assigned; and,
• Participate in conversations and education about museum practices, standards, and trends that contribute to a 21st century museum in service to the public.
Office Administration:
• Assist the Executive Director with meeting scheduling, calendar management, travel arrangements, phone calls, and responses to correspondence;
• Assist with the management of the Executive Office with various administrative tasks including budget preparation, contract processing, office organization, supply orders, and catering arrangements for meetings, donor cultivation events, and Board of Trustee meetings;
• Manage public inquiries in person, via phone, and by email, representing the Executive Director and Museum with exceptional professionalism and outstanding customer service;
• Process expense reports; and,
• Assist in the organization of staff events and activities, such as staff meetings, trainings, and activities of the OMCA University.
Special Projects and Technical Support:
• Manage the Executive Director’s participation on social media outlets, primarily Twitter and Facebook;
• Coordinate institution-wide projects and initiatives, providing administrative assistance for Strategic Planning processes, Board retreats, and Leadership Advisory meetings using project management methods;
• Conduct research on projects as needed using diverse research methods, including interviewing museum professionals, trustees, and donors, if required; and,
• Prepare materials for Executive Director’s presentations, including PowerPoint presentations, Excel spreadsheets, project management timelines and calendars, and other graphic materials.
QUALIFICATIONS
Knowledge of:
• Microsoft Office suite including Word, PowerPoint, Excel, and project management software;
• Basic practices of governance in nonprofit organizations with board committees, including standards for meeting documentation and agenda preparation;
• Standard office procedures and records management including both electronic and hard-copy filing systems;
• Basic business and accounting skills and ability to develop project budgets;
• Customer service practices and standards;
• Social media practices, standards, and execution;
• English, fluent in both spoken and written form; and,
• A secondary language, such as Spanish or Chinese, is desired.
Ability to:
• Exercise organizational skills and work on several projects simultaneously with frequent interruptions;
• Communicate effectively orally and in written materials, including visual and graphic presentations;
• Communicate with diverse members of the public including visitors, trustees, media, government officials, and donors;
• Establish and maintain positive relations with Museum staff, trustees, and vendors;
• Manage a project from initiation through completion and follow-up with a high level of accuracy;
• Take initiative for problem-solving with a high degree of self-motivation, integrity, and discretion;
• Operate with discretion, handling highly confidential material and information;
• Organize and prioritize multiple tasks and provide regular updates on status; and,
• Troubleshoot computer problems.
EDUCATION AND EXPERIENCE
A combination of experience and education that demonstrates possession of the necessary knowledge and abilities for this position is required as noted:
• Minimum of three years of administrative experience, preferably in a museum or non-profit cultural institution;
• Experience in providing administrative support to a senior executive and/to a non-profit Board preferred;
• Possession of a Bachelor's degree from an accredited university or college; and,
• Demonstrated interest in the museum field through internships, volunteer projects, or advanced training is preferred.
PHYSICAL & MENTAL REQUIREMENTS
While performing the duties of this position, the employee is frequently required to do the following:
• Stand, sit, and walk for extended periods of time;
• Coordinate multiple tasks simultaneously;
• Collect, interpret, and/or analyze complex data and information;
• Utilize visual acuity to operate equipment, read technical information, and/or use a keyboard; and,
• Utilize hand and finger dexterity.
WORK ENVIRONMENT
While performing the duties of this position, the employee is frequently exposed to the following:
• Typical office environment.
TO APPLY
This is a full-time (37.5 hours a week), non-exempt position with benefits. Salary is depending on experience.
Download employment application from http://museumca.org/employment-opportunities. Please submit the completed application, resume, and cover letter with three references. Applications can be sent by email to jobs@museumca.org. Include job number and title in the subject line.
Or mail to:
Oakland Museum of California
1000 Oak Street, Oakland, CA 94607
www.museumca.org
Please no inquiries
Oakland Museum of California is a multicultural organization, committed to diversity and practicing equal opportunity employment in recruitment and hiring.