Museum Operations & Administration Specialist

SLAC; Palo Alto (CA); Hybrid; USD 54,000 - 68,000; Full time

Benefits offered by this job

On-site café

Job summary

The Cantor Arts Center at Stanford University seeks an Operations Administrative Specialist to oversee administrative, budgeting, contracting, HR coordination, IT coordination, and space planning for the museum. Reporting to the Deputy Director, the role requires discretion, strong organizational leadership, and the ability to manage multiple projects.

It is a hybrid position with a minimum of four on-campus days; occasional extended hours, weekends, and holidays may be required.

Qualifications

• Experience in museum operations or similar administrative roles.
• Ability to work independently and in a team.
• Familiarity with financial transactions and systems.
• Experience developing and monitoring budgets.

Responsibilities

• Attend planning meetings and communicate priorities.
• Prepare briefing materials for meetings.
• Plan and coordinate meetings, events, and public programs.
• Oversee financial transactions, invoicing, and budgeting.
• Support procurement, contracting, and vendor management.
• Manage capital assets, inventory, and space planning.
• Coordinate HR onboarding, staff setup, and safety walkthroughs.
• Develop policies, update staff directories, and manage supplies.
• Plan calendars and travel in accordance with policies.
• Coordinate computer inventory and software upgrades.
• Provide facilities and security coverage when needed.
• Monitor department budget and assist with cost savings.
• Serve as on-site café contact and manage P&L review.

Skills

Administrative experience

Budgeting

HR coordination

Vendor management

Tools

Financial systems

Procurement software

IT coordination

Job description

The Cantor Arts Center at Stanford University seeks an Operations Administrative Specialist to oversee administrative, budgeting, contracting, HR coordination, IT coordination, and space planning for the museum. Reporting to the Deputy Director, the role requires discretion, strong organizational leadership, and the ability to manage multiple projects.

It is a hybrid position with a minimum of four on-campus days; occasional extended hours, weekends, and holidays may be required.