Art and Education Assistant—Part Time

Art and Education Assistant—Part Time

Under the general supervision of the Deputy Director and Chief Curator, provides administrative support across the division to support the Portland Museum of Art’s (PMA’s) mission.

Position Type: 
Staff Positions
Department/Division: 
Curatorial/Art and Education
Reports to: 
Deputy Director and Chief Curator
Essential Job Functions: 
  • Supports the division by recording expenses and reconciling account balances, enabling division staff to monitor expense budgets, forecast future expenses, and ensure compliance with donor directions for restricted funds. Gathers, reviews, completes, and submits expenditure, personnel, and purchasing documents, ensuring all activity is supported by timely and appropriate documentation according to established PMA protocols.
  • Provides clerical assistance as assigned, such as meeting preparation, communication, minutes, and correspondence; assisting departmental staff with preparation of internal communication and documentations forms for programs, events, and production projects; and managing routine communications and correspondence.
  • Performs administrative functions for the division including data collection and tracking program statistics; maintaining division archives; and responding to general department inquiries. Serves as the departmental resource for navigating PMA forms, paperwork, procedures, and communications systems.
  • Provides ongoing support to keep office supplies replenished and office space organized and troubleshoots to keep equipment in good working order. Procures routine supplies and manages inventory to ensure basic supplies are stocked.
  • Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work.
  • Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity.
  • Performs special projects and other related duties as required, directed, or as the situation dictates.
  • Complies with all Portland Museum of Art safety rules and procedures.
  • Regular attendance at the workplace is required.
Supervisory Responsibility: 
None
Education and Experience: 
Associate degree or two-year college certificate with one to six months of experience working in an office setting. Additional work experience may be substituted for college education.
Qualifications: 
  • Ability to multitask, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
  • Ability to strategically organize, process, and maintain records, identify inefficient/ineffective processes and implement improvements.
  • Familiarity with general office practices, procedures, and equipment.
  • Analytical ability and basic math skills for reconciling and problem solving.
  • Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide.
  • Ability to operate computers and assigned software, including Microsoft Office, Altru, Financial Edge, and Embark.
  • Ability to communicate effectively with constituents in person, over the phone and via email.
  • Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
  • Ability to handle sensitive and confidential information with discretion.
  • Ability to pass a criminal background check.
Working Conditions: 
  • The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, adding machine, and other office equipment. Work requires extended computer use involving repetitive small muscle tasks.
Terms: 
The Art and Education position is a part-time, expected to be generally 20-25 hours per week, hourly, non-exempt, employment-at-will position. The PMA is an equal opportunity employer and values diversity at our museum. We do not discriminate on the basis of race, color, religion, national origin, ancestry, age, sex, sexual orientation, physical or mental disability, veteran status, status as a whistleblower, marital status, gender identity or expression, genetic information, or any other basis prohibited by applicable law.
To Apply: 
The PMA’s Application for Employment is available at: http://www.portlandmuseum.org/about/employ.shtl Please email cover letter, résumé, and completed application to HR Director at: aea.pma.072019@portlandmuseum.org Applications will be accepted electronically only and will be reviewed on a rolling basis until filled.

To Apply

The PMA’s Application for Employment is available at: http://www.portlandmuseum.org/about/employ.shtl Please email cover letter, résumé, and completed application to HR Director at: aea.pma.072019@portlandmuseum.org Applications will be accepted electronically only and will be reviewed on a rolling basis until filled.