Assistant to the Dean & Department Administrator

American Museum of Natural History; New York (NY); On-site; USD 60,000 - 68,000; Full time

Job summary

The American Museum of Natural History seeks an Assistant to the Dean and Department Administrator to support the Dean of Collections by managing their schedule, travel, and acting as liaison with museum departments and external contacts.

The role includes financial tracking, recordkeeping of departmental budgets and related grants, and provides administrative support to the Director of Science Research Support. Salary range is $60,000–$68,000 with extensive benefits.

Qualifications

• High School Diploma or equivalent.
• Two years administrative support experience.
• Proven track record of handling private personnel records or correspondence.
• Exceptional written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and database management.
• Strong ability to multitask and prioritize under pressure.

Responsibilities

• Assist the Dean on projects as directed, including preparing materials, coordinating events, and maintaining records.
• Maintain the Dean's schedule with internal staff and external representatives.
• Take a leading role in consultation, working with colleagues across the team and the Museum to make decisions in response to questions and requests from members of the department.
• Handle general office administrative duties, such as managing telephones, ordering supplies, filing, copying, and picking up and sorting mail.
• Manage and analyze the department's finances. Submit requisitions and follow-up invoices. Track and keep record of department budgets and related grants. Use sound judgement to maintain departmental efforts related to planning and spending.
• Create and manage online applications and internal systems.
• Provide visitor services for the department, including access control, badging, admittance procedures, and guest ticketing.
• Develop and maintain processes, procedures, and tools for the department.
• Provide administrative support to the Director of Science Research Support, including reviewing and approving staff timesheets and assisting with other administrative tasks as needed.

Skills

Administrative support

Communication skills

Microsoft Office

Database management

Multitasking

Record handling

Education

High School Diploma

Two years administrative support experience

Tools

Microsoft Office Suite

Database management

Job description

Assistant to the Dean & Department Administrator

The American Museum of Natural History is one of the world's preeminent scientific and cultural institutions, and has as its mission to discover, interpret, and disseminate information about human cultures, the natural world, and the universe through a wide-ranging program of scientific research, education, and exhibition.

The Museum is seeking an Assistant to the Dean and Department Administrator to support the Dean of Collections by managing their schedule, including travel, and acting as liaison with outside contacts and Museum departments on the Dean's behalf. The Assistant to the Dean and Department Administrator takes a leading role in consulting and working with colleagues across the Museum to make decisions in response to questions and requests from members of the department. The position also assists the Dean with projects as directed. The Assistant to the Dean and Department Administrator manages and analyzes departmental finances, provides financial tracking, and is responsible for recordkeeping of the Dean of Collections' departmental budgets and related grants, using sound judgment to maintain departmental efforts related to planning and spending. The role also provides administrative support to the Director of Science Research Support, including reviewing and approving staff timesheets, and assisting with other administrative tasks as needed.

Job duties include, but are not limited to:

• Assist the Dean on projects as directed, including preparing materials, coordinating events, and maintaining records.
• Maintain the Dean's schedule with internal staff and external representatives.
• Take a leading role in consultation, working with colleagues across the team and the Museum to make decisions in response to questions and requests from members of the department.
• Handle general office administrative duties, such as managing telephones, ordering supplies, filing, copying, and picking up and sorting mail.
• Manage and analyze the department's finances. Submit requisitions and follow-up invoices. Track and keep record of department budgets and related grants. Use sound judgement to maintain departmental efforts related to planning and spending.
• Create and manage online applications and internal systems.
• Provide visitor services for the department, including access control, badging, admittance procedures, and guest ticketing.
• Develop and maintain processes, procedures, and tools for the department.
• Provide administrative support to the Director of Science Research Support, including reviewing and approving staff timesheets and assisting with other administrative tasks as needed.

The expected salary range for the Assistant to the Dean and Department Administrator is $60,000/annual - $68,000/annual. The AMNH offers an extensive benefits package designed to meet the needs of our dedicated and diverse community.

Pay will be determined based on several factors. The hiring range for the position at commencement is based on the type of work and the scope of responsibilities. The salary and placement offered is based on a number of individualized factors, including, but not limited to, skills, knowledge, training, education, credentials, areas of specialization, and depth and scope of experience.

• Category: Full-Time
• Total Number of Scheduled Hours Per Pay Period: 70
• Union Status: Non-Union
• FLSA: Non-Exempt
• Expected Salary Minimum: $60,000/annual
• Expected Salary Maximum: $68,000/annual

Minimum Qualifications

• High School Diploma or equivalent.
• Two years administrative support experience.
• Proven track record of handling private personnel records or correspondence.
• Exceptional written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and database management.
• Strong ability to multitask and prioritize under pressure.

Physical Demands

• Must be able to remain in a stationary position (sitting or standing) for prolonged periods.
• Must be able to occasionally lift up to 20 pounds.
• Must be able to move about the Museum campus.

The American Museum of Natural History is an Equal Opportunity Employer. The Museum does not discriminate with respect to employment, or admission or access to Museum facilities, programs or activities on the basis of race, creed, color, religion, age, disability, marital status, partnership status, gender (including sexual harassment), sex, sexual orientation, gender identity, gender expression, genetic information, pregnancy and lactation accommodations, alienage or citizenship status, current or former participation in the uniformed services, status as a veteran, caregiver, pre-employment marijuana testing, sexual and reproductive health decisions, salary history, national or ethnic origin, height, weight, or on account of any other basis prohibited by applicable City, State, or Federal law. Additional protections are afforded in employment based on arrest or conviction record, status as a victim of domestic violence, stalking and sex offenses, unemployment status, and credit history, in each case to the extent provided by law.

Quick Link: https://careers.amnh.org/postings/4924