Art Gallery Assistant
Job Title: Art Gallery Assistant
Classification: C4
Department: Art Gallery
Updated: August 2020
Job Summary
Reporting directly to the Director of Galleries and Collections, and is the central administrative support for the Art Gallery Department. The Art Gallery is an academic support department under the Office of the Provost. The individual will manage and supports a wide variety of responsibilities including, but not limited to, maintaining and analyzing sets of complex budgetary records by performing bookkeeping related duties, oversees and manages the front desk reception areas at the Art Gallery in the Haas Center for Performing Arts and the Art Gallery Support Facilities, and manages visitor services at the George and Barbara Gordon Gallery. This role actively contributes to Grand Valley State University’s efforts to foster a diverse and inclusive campus community and interfaces directly with GVSU students, faculty, staff, and the greater Grand Rapids area general public.
Essential Functions
- Maintains and analyzes a set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
- Initiates and facilitates meetings of various budgets concerning exhibitions, special projects, travel, building renovations, new building projects, and programs.
- Stays abreast of current university accounting and purchasing policies and procedures.
- Compiles and logically formats statistical data and reports.
- Maintains, processes and manipulates data on a personal computer using word processing, database and spreadsheet software, and website updating using the GVSU CMS system.
- Oversees and manages the front desk reception areas at the Art Gallery in the Haas Center for Performing Arts (Allendale) and the Art Gallery Support Facilities (Allendale).
- Manages visitor services at the George and Barbara Gordon Gallery (Grand Rapids).
- Supervises Art Gallery student employees both in Allendale and Grand Rapids locations.
- Coordinates various events, including special events and functions.
- Communicates and coordinates with multiple departments/programs in the college as well as across colleges, the Provost Office, and other units across the university campus.
- Edits correspondence, reports, and materials for publication.
- Develops, prepares, and/or composes responses and correspondence requiring research, judgment, and discretion; routinely writes, edits, and submits materials for internal/external communications.
- Acts with a high degree of independence as liaison with inside and outside contacts and in preparing meeting materials, minutes, programs, updates, recruiting, and other support functions related to the work area.
- Assists faculty and staff with administrative problems or concerns.
- Coordinates employment search processes.
- Provides information to students and prospective students of a complex nature, as well as to outside agencies, visitors, etc.
- Acts as a liaison for the division in situations outlined by the Director of Galleries and Collections.
- Originates correspondence, contracts and appointment letters, reports, and other materials.
- Assists in scheduling departmental appointments which may include the Director of Galleries and Collections calendar, special events, divisional events, and academic scheduling.
- Compile data and materials for presentations and proposals.
- Assist with the marketing of events and programs.
- Process various university forms.
- Other related duties as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands effectively.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Experience in higher education.
- Supervisory experience.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.