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Staff Vacancy at Montana Museum of Art & Culture, University of Montana, Missoula, Montana

  • 09 May 2017 11:18 AM
    Message # 4822325

    Link here to full announcement: http://bit.ly/1759art 

    Or Full Announcement appears below:

    Temporary Administrative Associate Manager, Montana Museum of Art and Culture

    Tracking Code1759-254Job Description

    The Temporary Administrative Associate Manager within the Montana Museum of Art and Culture provides management and policy-related support to the day-to-day operations of the Museum. This position must operate with a high degree of initiative and independence while coordinating activities within the scope of the museum team. The position has a high degree of complexity with duties that require the resolution of complex problems: manages multiple simultaneous projects and responds to multiple demands working with multiple campus units and departments; performs detailed work with a high level of accuracy; has the ability to recommend successful, strategic organizational directions, procedures, improvements; analyzes results and responds easily to rapid change, growth, and new assignments; and serves as the Fiscal/Business Manager, Personnel Liaison, Membership Coordinator, Work Study supervisor.

     This position is responsible for:

    • Serving to make fundamental policy and procedural decisions and speak on behalf of the department in place of the director in their absence.
    • The administration and tracking of Museum resources including budgets and expenses for state, designated and UM Foundation accounts.
    • Supervising and responsible for hiring, coordinating and training gallery attendants. Responsible for setting and facilitating Gallery Attendant (GA) meetings as needed as well as overseeing GA handbook, guidelines and trainings. GA’s serve as the front line of the museum to the public and therefore its success.
    • The administration and tracking of Museum human resources working with Director to manage temporary hires and associated training procedures and standards.
    • Creating and processing hiring paperwork for reporting work hours for personnel; entering work hours in UM’s GTO software; processing student and staff timecards; communicating payroll policies.
    • Working knowledge of and ability to process travel and associated paperwork in GrizMart.
    • Strategic and working knowledge and ability to interpret grant guidelines, write grants and process expenditures according to the terms of grants, as they pertain to granting organizations.
    • Planning, developing, designing and executing museum programs related to educational mission of the museum to create tours, lectures, classes related to exhibitions and other special activities. Includes coordination (contracts, travel arrangements, hosting) and correspondence with guest speakers, presenters, artists, scholars, community partners, other UM departments. Sets up AV, lighting, taping and other technical support. Programs may include children’s programs, artist residencies, etc.
    • This position is also responsible for monitoring and supervising MMAC Membership program:
      • Retain existing members and volunteers and obtain new members to meet defined revenue goals for the membership program
      • Supervise creation and delivery of communication materials for members and the public including print and electronic material
      • Create and maintain member and volunteer records and customer service history; maintain confidentiality
      • Develop and implement policies and procedures to engage and steward members and docent volunteers
      • Gather data, analyze cost and labor efficiencies and recommend improvements in procedures 
    • Serves as museum computer hardware and software expert or liaison for museum team.
    • Complete understanding of museum security policies and procedures especially considering high value artworks. Ability to coordinate and organize scheduling, ability to accept responsibility for security of galleries, exercise good judgment, have a clear understanding of chain-of-command.

     Required Skills

    • Knowledge of terminology, principles and methods used by museums
    • Knowledge of program coordination, ability to assess program effectiveness and direct and coordinate the work of Gallery Attendants and volunteers working in diverse professional operations
    • Ability to work in high-stress situations, meet deadlines, multi-task, prioritize workload, effectively problem-solve, respond to unanticipated situations, and pay attention to detail.
    • High degree of independence, decision-making skills and initiative in performing complex tasks that demand “big picture” thinking and long-range goal setting
    • Ability to learn, develop, and implement University policies and procedures regarding financial accounts, governing departmental operations, and other related practices
    • Knowledge of policies, procedures, and best practices relating to recruitment and retention of staff
    • Knowledge of general accounting principles, practices, and techniques.
    • Ability to oversee and administer annual operating budgets
    • Ability to track and analyze payroll expenses and personnel budgets.
    • Ability to research, gather, compile, analyze and interpret data to produce reports.
    • Knowledge of software programs, such as Microsoft Office, Banner, UMDW, GrizMart, GrizTime Online, Griz eRecruiting, Cascade, GTO Payroll Time Entry, IT Service requests, Facilities Services work orders and Campus Mail, TransFirst, Constant Contact, as well as other software/Information systems as they become available
    • Knowledge of social media and outreach
    • Knowledge of UM’s procedures, policies, and practices; including travel, purchasing, and managing financials
    • Excellent interpersonal skills, including the ability to network, and create and maintain cooperative relationships with UM personnel
    • Excellent oral and written communication
    • Basic knowledge of standard office practices and procedures; excellent business English, spelling, grammar, composition, with the ability to compose, proofread and edit materials with a high degree of accuracy.
    • Demonstrated skill in the operation of personal computers and related software spreadsheet programs, such as Excel) and the ability to learn new software

     Minimum Required Experience

    • High School diploma and four (4) years related experience (Personnel, Finance and/or Administration and Programs), or an equivalent combination of education and experience.

     Preferred Qualifications

    • Master’s degree in related field
    • Experience working in museum administration.

     About the Montana Museum of Art & Culture

    The Montana Museum of Art & Culture (MMAC) acquires and preserves art that expresses the spirit of the American West and its relationship to the larger world.  As a university and state museum, MMAC presents exhibitions and educational programs that explore local, regional and global themes.

     About UM and Missoula

    Nestled in at the base of Mount Sentinel and on the banks of the Clark Fork River, UM campus is described as one of the most beautiful in the US. The region boasts unparalleled year around recreational opportunities and a vibrant arts and culture community. UM offers a unique opportunity for professional growth in a magnificent environment. The University of Montana offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.


    The University of Montana is an Equal Opportunity/Affirmative Action employer committed to diversity as a core value. We support equal access and welcome applications from individuals of all backgrounds, experiences, abilities, and perspectives. This position is eligible for veterans' and disabilities preference in accordance with Montana State Law.


    Position Details


    Position Title:                    Temporary Administrative Associate Manager

    Department:                       Montana Museum of Art & Culture

    Closing Date:                     Applications received by May 21, 2017 will be guaranteed full consideration, and applications received after may be considered. Screening begins 5/22/2017. Open Until Filled.

    Work Schedule:                 Part-time, .7 FTE (28 Hours a week), 9-months with a possible 3-month extension

    Salary:                                $18.983/hr

    Union Affiliation:               MPEA

    Probationary Period:        Six months minimum

    Benefits Include:               Insurance package, mandatory retirement plan, and professional development/wellness program.


    Criminal Background Investigation is required prior to Offer of Employment
    In accordance with University regulations, finalists for this position will be subject to criminal background investigations.

    ADA/EOE/AA/Veteran's Preference
    Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law.

    References. *References not listed on the application materials may be contacted; notice may be provided to the applicant.

    Testing.  Individual hiring departments at UM-M may elect to administer pre-employment tests, which are relevant to essential job functions.

    Employment Eligibility. All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).


    How to Apply

    To receive full consideration, candidates are required to submit the following materials online via "New Resume/CV" button below

    A complete application Includes:

    • Letter of Interest – please also address the stated required skills for the position
    • Detailed resume listing education and describing work experience 
    • Names and contact information for three (3) professional references


    Need additional help? Check out our UM Jobs FAQ website.

    Job LocationMissoula, Montana, United StatesPosition TypeTemporary
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