Visual Arts Administrative Assistant (Temporary, Part-time)

Description

The Visual Art Department at MASS MoCA seeks a temporary part-time Administrative Assistant to fulfill basic clerical and data entry duties to support the department’s daily activities. The role will report to the Director of Exhibitions, and be responsible for receipt tracking, travel logistics, calendar and office management, and general support to the Assistant Registrar in fulfilling shipping object checklists, BOL’s and other paperwork. The position is 3-4 days per week, with remote work possible. At least two days per week need to be on-site.

Job Responsibilities:

• Code and submit receipts for VA department.
• Process vendor invoices.
• Arrange travel and accommodations for vendors and artists with support from curators and Director of Exhibitions.
• Manage data input and tracking of paperwork associated with current exhibitions, including loan forms, shipping information, conditions reports and other items.
• Organize and take meeting notes for the VA biweekly meeting.
• Additional duties as assigned.
• Picking up packages from the Post Office and arranging shipping pickups for non-art related shipments (catalogs, materials, etc).

Skills and Qualifications:

• 1-2 years of experience in a clerical or administrative position, preferably within the field of contemporary art.
• High school diploma or equivalent. We are open to any combination of education and experience that you feel qualifies you for this position. Please highlight this in your cover letter.
• Attention to detail.
• Strong working knowledge of Google Drive programs, especially Sheets and Docs.
• Interest in learning about basic museum registrarial work.
• Interest or strong tolerance for data entry.
• Systems thinker who can set up and track complicated logistics for projects.

Physical Requirements:

• Ability to sit, stand, or walk for extended periods throughout the workday.
• Ability to lift and carry boxes and packages up to 50 pounds occasionally (approximately 5% of the time).
• Ability to bend, stoop, and reach to retrieve or organize materials.
• Ability to safely operate office equipment such as computers, photocopiers, and telephones.
• Occasional need to climb or navigate stairs to access different areas of the museum.
• Ability to work in a dynamic environment with changing physical demands.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.