OKPOP Administrative Assistant

okgov; Oklahoma; In loco; USD 41.000 - 50.000; Tempo pieno

Descrizione del lavoro

The Administrative Assistant at OKPOP Museum in Tulsa provides day-to-day administrative and operational support, helping the museum run smoothly while supporting exhibitions, events, partnerships, and internal projects.

Reporting to the Executive Director and Museum Operations Manager, the role handles calendars, purchasing, travel, filing, and project tracking in a fast-paced museum environment; strong organization, customer service, and communication are essential.

Competenze

• Associate's degree in Business Administration, Office Administration, Communications, or a closely related field.
• Demonstrated experience providing administrative or office support in a professional environment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office.

Mansioni

• Manage calendars, schedule meetings, and coordinate conference room reservations.
• Prepare correspondence, reports, meeting agendas, minutes, and other administrative documents.
• Answer phones, respond to inquiries, and provide professional customer service to visitors, partners, and vendors.
• Maintain organized digital and physical filing systems.
• Coordinate travel arrangements and prepare related documentation.
• Order office supplies and maintain inventory for administrative needs.
• Prepare purchase requests and supporting documentation for submission through agency processes.
• Track purchase requests, invoices, reimbursements, and related paperwork.
• Assist with travel requests and expense reimbursement documentation.
• Maintain organized financial records and administrative files.
• Perform routine data entry and recordkeeping to support museum operations.
• Receive deliveries, distribute mail, and assist with general office operations.
• Coordinate meeting logistics and provide administrative support for internal committees and working groups.
• Assist with vendor communications and scheduling.
• Support project tracking by maintaining timelines, task lists, meeting schedules, and project documentation.
• Prepare project materials, reports, and shared files as directed.
• Assist with logistics for museum events, meetings, and public programs.
• Coordinate hospitality for meetings, visiting partners, donors, and guests.
• Support facility rental scheduling and related administrative paperwork.
• Prepare event materials and assist with event setup as needed.
• Serve as a welcoming and professional point of contact for visitors, partners, and community organizations.

Conoscenze

Administrative experience

Organizational skills

Communication skills

Microsoft Office

Formazione

Associate's degree or equivalent experience in Business/Office Administration

Descrizione del lavoro

Job Posting Title

OKPOP Administrative Assistant

Agency

350 HISTORICAL SOCIETY

Supervisory Organization

Historical Society-OKPOP

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank. Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Full/Part-Time

Full time

Job Type

Regular

Compensation

The annual salary for this position is up to $45,000, based on education and experience.

Job Description

Location: OKPOP Museum, 422 N Main St. Tulsa, OK

Salary Range: Full Time / $45,000 annually

Department: Oklahoma Historical Society / OKPOP

Position Summary

The Administrative Assistant provides day-to-day administrative and operational support for OKPOP, helping ensure the museum operates efficiently while supporting exhibitions, events, community partnerships, and internal projects. This position serves as a central point of coordination for administrative processes, purchasing documentation, scheduling, and project support while working closely with the Executive Director and Museum Operations Manager to support staff across all departments. The ideal candidate is highly organized, detail-oriented, customer-service focused, and enjoys working in a collaborative, fast-paced museum environment.

Key Responsibilities

Administrative Support

• Manage calendars, schedule meetings, and coordinate conference room reservations.
• Prepare correspondence, reports, meeting agendas, minutes, and other administrative documents.
• Answer phones, respond to general inquiries, and provide professional customer service to visitors, partners, and vendors.
• Maintain organized digital and physical filing systems.
• Coordinate travel arrangements and prepare related documentation.
• Order office supplies and maintain inventory for administrative needs.

Financial & Administrative Support

• Prepare purchase requests and supporting documentation for submission through agency processes.
• Track purchase requests, invoices, reimbursements, and related paperwork.
• Assist with travel requests and expense reimbursement documentation.
• Maintain organized financial records and administrative files.
• Perform routine data entry and recordkeeping to support museum operations.

Operations & Project Support

• Receive deliveries, distribute mail, and assist with general office operations.
• Coordinate meeting logistics and provide administrative support for internal committees and working groups.
• Assist with vendor communications and scheduling.
• Support project tracking by maintaining timelines, task lists, meeting schedules, and project documentation.
• Prepare project materials, reports, and shared files as directed.

Events & Community Support

• Assist with logistics for museum events, meetings, and public programs.
• Coordinate hospitality for meetings, visiting partners, donors, and guests.
• Support facility rental scheduling and related administrative paperwork.
• Prepare event materials and assist with event setup as needed.
• Serve as a welcoming and professional point of contact for visitors, partners, and community organizations.

Minimum Qualifications

• Associate's degree in Business Administration, Office Administration, Communications, or a closely related field; or an equivalent combination of education and relevant administrative experience.
• Demonstrated experience providing administrative or office support in a professional environment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office.

Preferred Qualifications

• Experience working in a museum, nonprofit, government agency, or other public-serving organization.
• Familiarity with purchasing processes, financial documentation, or project coordination.
• Experience coordinating meetings, events, or community partnerships.
• Experience working with project management software or collaborative workflow tools.

Work Environment & Schedule

Primarily on-site at OKPOP in Tulsa. Occasional evening or weekend work may be required to support museum events, programs, meetings, or special projects.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Internal Applicants Policy

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .