Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Schneider Museum of Art
Salary/Rate: $2,431/mo @ 1.0 FTE
FTE: 1.0 FTE
This Office Specialist II position is a twelve month, full-time position in the Schneider Museum of Art, Oregon Center for the Arts, Southern Oregon University. This position provides administrative/clerical, marketing/development support and assistance to the SMA Director; oversees the day to day operations including advertising, hiring, training and scheduling work-study employees and volunteers to sit at the reception desk etc. and coordinates museum volunteer activities; serves as the liaison to the Museum Council; assists with the organization of programs and special events; updates auxiliary websites; maintains security codes and assists with opening and closing of SMA.
Minimum Classification Qualifications:
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Preference given to applicants who are knowledgeable in Internet/web based research, MailChimp, Desktop Publishing, Database Development and WordPress.
Knowledge of Cognos- FIS programs and Banner.
Experience working with non-profit organizations and/or administration/marketing
Experience supervising student workers.
Knowledge of, experience with, or a passion for Visual Arts, Museums, and University settings.
Experience with grant applications, reporting, budgets and oversight.
All Listed Duties:
Supports manager in implementing museum policies
Act as liaison between museum and campus, public, advisory board, volunteers and docents, art organizations, and artists.
Answer questions on background and history of museum, current exhibitions and other sponsored programs.
Schedule and organize docent tours.
Hire, train and schedule students and volunteers for staffing museum reception desk/36hrs per week plus events.
Assign work and direct student employees and volunteers for marketing, development, and administrative tasks such as bulk mailings and assisting with special events.
Coordinate volunteers in tasks such as front desk reception and assisting with special events.,
Maintains and updates all Friends of the Museum records, mailing lists and membership databases in Raisers Edge.
Keeps monthly records of attendance, donation box funds, and volunteer hours.
Inputs and reconciles transactions utilizing FIS.
Processes monthly bills.
Prepares and updates quarterly and annual financial statements from current fund balance and detail transaction reports.
Makes weekly deposits to the SOU Foundation.
Completes monthly work-study payroll reports.
Tracks all funds received and disbursements from the general fund, SMA gift account, self-support funds and endowment.
Maintains expense and personnel records.,
Responds to incoming questions, both telephone and drop-in.
Provides general and specific information, appropriate referrals and accurate messages.
Initiates and organizes bulk mailings, composes thank you letters and acknowledgements of donations and memberships
Keeps filing current
Completes typing and other clerical jobs and needed by SMA Director
Schedules meetings, tours, lectures, events and receptions
Provides information to the public and other organizations.
Handles incoming and outgoing mail.
Monitors SMA general email and SMA education email
Provides necessary information related to staff travel and personnel related recordkeeping.
Updates webpage listings (AGA, SOU) and sends out emails to patrons.
Keeps adequate supplies and equipment inventory, orders supplies, materials, and services as required.
Troubleshoots for copier, printer and other machines. Notifies repair persons as needed.,
Shares responsibility for museum operations when the Director is not present.
Conducts proper opening, closing and security procedures.
Serves as liaison to the Museum Council, prepares agendas, copies and distributes minutes and related materials.
Notifies Museum Council members of upcoming events.,
Other duties as assigned.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classification defined as “exempt” are not subject overtime -Position classifications defined as “non exempt” are subject to overtime
The person holding this position is considered a
Internal Number: 7896
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.