Dean's Office & Department Operations Lead

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

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.