Assistant to Director, Glassell School of Art

Summary

The Administrative Assistant to the Director at the Glassell School of Art is a pivotal supportive role, essential to ensuring the smooth operation of the school by providing high-level administrative support and fostering a productive and harmonious environment that aligns with the school's mission of promoting artistic excellence and education.

Primary Responsibilities

• Compose and Manage Correspondence: Draft and edit correspondence, memos, acknowledgements, reports, presentations and other documents for the Director, ensuring accuracy and timely distribution.
• Manage and prioritize incoming communications, including emails and phone calls.
• Administrative Support: Provide comprehensive administrative support, including typing, record-keeping, and meeting preparation.
• Performance Review Coordination: Organize and compile annual performance reviews for the Director’s assessment.
• Travel Arrangements: Arrange travel for the Director in accordance with MFAH policies, and handle related receipts and expense documentation.
• Project Tracking: Monitor and manage details and deadlines for projects associated with the Glassell School of Art.
• Donor Correspondence Liaison: Coordinate with the MFAH Development Department to obtain donor lists and prepare acknowledgements for the Director’s signature, ensuring timely mailing.
• Meeting Support: Take detailed notes during strategic meetings for the Director.
• Telephone and Calendar Management: Answer the Director’s telephone, make calls as requested, and maintain the Director’s calendar.
• Contact Database Maintenance: Maintain an up-to-date database of the Director’s contacts.
• Annual Report Preparation: Compile and prepare materials for the MFAH Annual Report, including attendance statistics, financial data, donations, and major initiatives of the Glassell School.
• Presentation and Media Creation: Develop presentations and other media materials for the Director’s use, following the Director’s direction and guidance.
• Serve as the primary point of contact between the Director and internal/external stakeholders.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Support the Director in various tasks to ensure efficient office operations.

Glassell Executive Committee:

• Coordinates all aspects of the Glassell School Executive Committee activities including notification of meetings, correspondence, agenda and support material, and presentations.
• Works with representative staff in MFAH Director’s Office to ensure that Glassell’s Committee Meeting schedules are updated and communicated appropriately to all appropriate Glassell and MFAH staff.
• Serves as liaison between Director and current committee members, including maintaining accurate and current directory information (address, email, etc.) for committee members.
• Plans for meeting details, including coordinating necessary catering, equipment, and room set-up.
• Attends Glassell Executive Committee Meetings and record detailed meeting minutes and assist in preparing and delivering presentations for the Director.

One Glassell Committee Membership:

• Actively participate in various internal committees, including the Open House Committee, Benefit Committee, Dashboard, Early College Program, Civic Engagement Initiatives and other committees as assigned by the Director.
• Accurately document and maintain notes from committee meetings.
• Ensure all committee activities adhere to the planned timeline and meet established deadlines.

Glassell Events:

• Serve as the main point of contact between the Director and internal/external stakeholders for the Annual Glassell Benefit and Auction. Responsibilities include, but are not limited to:
  • Coordinate with MFAH Development Department to oversee schedules from initial planning stages to project completion.
  • Participate in planning of the Gala.
• Oversee the coordination and execution of Bi-annual Open Houses.
• Manage the production, procurement and distribution of event materials and supplies.
  • Oversee creation and dissemination of event and promotional materials.
  • Manage sign up lists for participating faculty and volunteers, ensuring proper volunteer training is conducted.
  • Reserve necessary facilities and services for event, working closely with the MFAH Facilities Department and Special Events teams.
  • Collaborate with the MFAH IT Department to coordinate the setup of iPads and Square for on-site Open House student registration, ensuring seamless transaction processing during event.
  • Attend the entire event as needed to ensure smooth operations and address any questions.
  • Handle event setup and breakdown as needed.
• Assist in in-house recruitment and civic engagement events and Student Art Sale, and other events as directed.

Financial:

• Assist with the Director and Associate Director to maintain up-to-date information on current spending and revenue for all areas of the Glassell School of Art, including Core, Studio, and Junior programs.
• Serve as back up purchase order Captain for Glassell, responsible for ordering supplies for studio classes and school-wide needs.
• Prepare and submit corresponding expense reports in the absence of Associate Director.

Other:

• Serves as back-up receptionist for telephone and in-person inquiries in the absence of the receptionist.
• Liaison between the administration and the student body as needed.
• Troubleshoot faculty and student parking issues.
• Perform general duties such as managing office equipment.
• Flexible working hours (evenings and weekends) may be occasionally necessary on a limited basis

Skills, Knowledge and Abilities:

• Strong writing and editing skills
• Solid organizational and communication skills, able to work with multiple departments and personalities
• Must be a self-starter who can work independently and track multiple projects and priorities
• Must be analytical and exceptionally detail oriented
• Keen knowledge and engagement with social media and web.
• Exceptional computer skills

Education and Experience:

• Bachelor’s degree in (appropriate field of study) preferred or an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved
• Two or more years of experience providing administrative support to executives.
• Detail oriented, organized with proven ability to successfully multi-task
• Outstanding interpersonal skills and preference for collaboration with proven success working with others; ability to work with high profile individuals externally, as well as collaborate internally
• Ability to consistently apply good judgment and make good decisions.
• Ability to maintain confidentiality and discretion at all times
• Proven analytical and problem-solving abilities
• Organized with a proven ability to juggle multiple projects at once
• Proficient in MS Office

Other Preferred Attributes:

• Knowledge of or comfort with Photoshop, or Adobe Creative Suite
• Experience with general accounting/budgeting processes

About the MFAH

The MFAH is an organization comprised of 600+ employees and 1,000+ docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media. As an employer, MFAH offers a supportive, collegial and inclusive work environment and a competitive benefits package.

Position Available:

Title: Assistant to Director, Glassell School of Art

Reports to: Director, Glassell School of Art

Classification: Non Exempt/Hourly

Schedule: 35 hour work week – 9 am to 5 pm

Pay Rate: DOE

Work Location: Glassell School of Art on the campus of the Museum of Fine Arts, Houston

Working Conditions and Physical Demands

Work will primarily be performed in an office and art school environment. Work will involve extended sitting and computer use. With or without reasonable accommodation, the individual selected must have the physical and mental capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:

• Must undergo and meet company standards for background and reference checks.
• May be required to work overtime with advance notice.
• Required ability to handle multiple tasks concurrently.
• Extensive computer usage.
• Seeing, hearing, speaking, and writing clearly in order to communicate with staff, guests and others.
• Frequent sitting, standing and walking, which may be required for long periods of time, and may involve climbing stairs inside the Glassell School.
• Occasional reaching with hands and arms, stooping, kneeling, crouching and crawling.
• Good vision or corrected by use of glasses and/or contacts for reading and viewing abilities.
• May be exposed to or required to handle sensitive and confidential information

Equal Opportunities for All

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: HR@mfah.org

Benefits:

The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:

• Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
• Dental Insurance: Employee and dependent coverage through two plan choices
• Vision Insurance: Employee and dependent coverage through a vision program
• Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
• Life Insurance & AD&D: Employee coverage at no cost to the employee
• Long Term Disability: Employee coverage at no cost to the employee

The MFAH provides a generous schedule for time off under the following benefit categories:

• Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
• Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
• Holidays - Full-time employees receive ten paid holidays per year
• Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.

Other Benefits

• Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match)
• MFAH Membership – Staff receive a free Family-level membership
• Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and the Glassell School of Art.

Compensation:

Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description.

Application Procedure

Qualified applicants should apply online, which will be the most effective way to ensure consideration.

Application materials should include a cover letter, your resume or CV, and if you prefer, a list of references will be accepted but not required at this early stage in the process.

Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.