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. You will manage the Dean’s schedule, coordinate travel, and liaise with museum departments and external contacts.

You will also assist with department budgets, grants, and staff timesheets, while maintaining confidentiality. Ideal candidates are highly organized, professional, and capable of independent decision-making.

Qualifications

• Two years administrative support experience.
• Proficiency in Microsoft Office Suite and database management.
• Exceptional written, verbal, and interpersonal communication skills.

Responsibilities

• Assist the Dean on projects, coordinate events, and maintain records.
• Maintain the Dean’s schedule with internal staff and external representatives.
• Consult with colleagues across the team to respond to questions/requests from department members.
• Handle general office duties: phones, supplies, filing, mail.
• Manage and analyze department finances; track budgets and related grants.

Skills

Administrative support

Microsoft Office

Communication skills

Multitasking

Education

High school diploma

Tools

Microsoft Office Suite

Database management

Job description

Assistant to the Dean & Department Administrator

Position Title Assistant to the Dean & Department Administrator

Department

Department Dean of Science for Collections - 032

Position Summary

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.
The Assistant to the Dean and Department Administrator will manage complex schedules, handle sensitive information, and facilitate communication across the institution. The ideal candidate will be highly organized, professional, exercise exceptional judgment, and maintain strict confidentiality at all times

Job Duties

• 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.

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.

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

EEO Statement

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.

Documents Needed To Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

American Museum of Natural History
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