Office Manager, Museum
FLSA Classification
Exempt
Salary Range/Grade
Salary Range: $30-35,000
Grade: To be determined.
Reports to
Director
Job Description
Summary/objective
The Southern University at New Orleans Museum of Art (SUNOMA) is the cultural
extension of Southern University at New Orleans. SUNOMA was developed as a
cultural, research, and teaching resource space that identifies, collects,
preserves, and disseminates information about African heritage and the African
American experience. SUNOMA provides opportunities to experience dynamic
exhibitions, programs, lectures, and more. We also have opportunities for
fellowships, internships, and volunteers. SUNOMA seeks to establish relationships
with interdepartmental, regional, national, and international communities to
provide access and opportunities to art.
The Office Manager provides comprehensive, pro-active administration and
tactical support to the Director of Museum. Initiative, discernment, strong
customer services skills, and a high level of professionalism and confidentiality
are essential in this position. The Office Manager is responsible for facilitating the
daily administrative activities of the office, using initiative and creativity to
develop and improve processes and services. The Office Manager is
responsible for the organization and coordination of office operations by
maintaining office systems (work flow, delegation of responsibility and tasks),
developing and implementing procedures, and deploying resources to facilitate
organizational effectiveness and efficiency.
*This position is funded 100% by the Title III-B, Strengthening Historically Black
Colleges and Universities (HBCUs) federal grant. As such, the Office Manager
assists the Director with implementing the objectives established in the Title III
Program for this federally-funded activity.
Essential functions
Reasonable accommodations may be made to enable individuals with
disabilities to perform these essential functions.
1. Answers and directs calls, takes messages, and makes phone calls on
behalf of SUNOMA. Monitors the SUNOMA@suno.edu email address.
2. Uses office equipment to check emails, make copies, and maintain
computer databases. Serves as the point person for mailing, shipping,
supplies, equipment, bills, and errands
3. Types forms, correspondence, memos, press releases, social media posts
and other materials.
4. Sorts, files, and maintains filing systems for efficient recordkeeping and
easy retrieval. Processes SUNOMA mail and other important documents.
5. Maintains inventory on office supplies and reordering supplies as needed.
Prepares requisitions for museum-related purchases. Inputs all incoming
purchase orders, and requisitions into financial software.
6. Completing assignments and projects according to instructions from the
Museum Director.
7. Scheduling group tours and special events by coordinating with the
Museum Director and Communications office. Assists in preparing for
events and programs, including obtaining permits or licenses for events
and programs.
8. Maintains the organization and appearance of the administrative office
and museum welcome center.
9. Tracks visitation and other special reports; and summarizing information
10. Assists with scheduling student workers, docents, and volunteers and
collecting and tabulating timesheets once monthly for payroll processing
11. Manages contracts with vendors and keeping an updated contact list.
12. Maintains the master internal and public calendars.
13. Work with GLAM (galleries, libraries, archives, and museums) department
members (Leonard S. Washington Memorial Library, Center for African
and African American Studies, Master of Art in Museum Studies Program)
14. Participate actively in staff-related matters
15. All other duties as assigned.
Grade level responsibilities
• Responds to requests for information; may require interpretation of
department rules and regulations.
• Represents the Director in various matters and providing input.
• Serves as liaison between Director and faculty/staff members.
• Assesses importance of issues or conflicts, and briefs supervisor.
• Prepares materials needed for meetings, such as agendas, handouts,
binders, etc.
• May attend meetings and transcribe minutes.
• May type contracts, secure appropriate signatures, and track contracts
through the approval process.
• Monitors expenditures and ensures adherence to budgetary
commitments in accordance with established policies.
Competencies
• Demonstrate excellent people, oral communication and customer service
skills.
• Have the aptitude to interact with individuals in a professional, diplomatic
and courteous manner even when dealing with callers and/or visitors who
may be difficult or upset.
• Be effective working as part of a high functioning team in a fast-paced
environment.
• Have the proven ability to handle multiple competing priorities and to
adapt to changing priorities, situations and demands.
• Have the proven ability to work with confidential and sensitive information
and material in a proactive and discreet manner.
• Utilize independent judgment, problem solving and decision making in
order to respond to constituents and represent the office in an effective
and appropriate manner.
• Demonstrate advanced skills for Microsoft Office Suite (Word, Excel,
PowerPoint), Teams, and Outlook.
Required education and experience
• High school diploma required. Four years of related experience,
preferably for an executive, or an equivalent combination of education
and experience.
• Three years of managerial experience required.
Preferred education and experience
• Associates or Bachelor’s degree in office management, secretarial
sciences, business, or related field, is preferred.
• Five to seven years supporting an executive-level position is preferred.
Southern University of New Orleans (SUNO) is an Equal Opportunity Employer.
Non-Discrimination Statement
In compliance with Title IX of the Education Amendments of 1972, Title VI and VII of the Civil Rights Act of
1964, Section 504 of the Rehabilitation Act of 1973, and other federal, state, and local laws, Southern
University at New Orleans (SUNO) forbids discriminating or harassing conduct that is based on an
individual's race, color, religion, sex, ethnicity, national origin or ancestry, age, physical or mental disability,
sexual orientation, gender identity, gender expression, genetic information, veteran or military status,
membership in Uniformed Services, and all other categories protected by applicable state and federal
laws.
This commitment applies but is not limited to decisions made with respect to hiring and promotion, the
administration of educational programs and policies, scholarship and loan programs, and athletic or other
College-administered programs. Discriminatory acts of any kind are strictly forbidden.
American with Disabilities Act (ADA) Statement
Southern University of New Orleans (SUNO) complies with federal and state disability laws and makes
reasonable accommodations for applicants and employees with disabilities. If reasonable
accommodation is needed to participate in the job application or interview process, to perform essential
job functions, and/or to receive other benefits and privileges of employment, please contact the Office ofHuman Resources.
An Equal Opportunity Employer
State as a Model Employer - SAME