Assistant to the Museum Director and Registrar

3 weeks ago

Bethel, United States Bethel Woods Center for the Arts Full time

Bethel Woods Center for the Arts is a nonprofit 501(c)(3) cultural organization, located in Bethel, New York, at the National Register historic site of the 1969 Woodstock festival. We are committed to building upon our rich history of peace and music by providing extraordinary experiences and access to the arts. We envision a world made better through the power of music and the arts.


Job Summary

This position provides administrative support to the Museum Director and the department, communicates the day-to-day schedule to all building staff, and maintains the Bethel Woods master calendar. The position also serves as the Museum's registrar, meeting with prospective donors, maintaining the electronic collection catalog, coordinating incoming and outgoing loans, and maintaining high standards of collection storage and care.


Job Duties

This position requires administrative experience, superb organizational and communication skills, and attention to detail. The position must be good with people and have a knowledge of museum collection standards, especially acquisition, accession, cataloging, database management, care and handling, and storage. Additionally, this position must have strong office computer skills, experience with Microsoft Office Suite and Past Perfect collections management software is a plus, and must maintain the culture of excellence that defines Bethel Woods Center for the Arts.


Specific job duties include:

  • Administrative Assistant: Maintain Museum Director's schedule, answer and direct phone calls, schedule meetings, take minutes, collect admissions/participation information, prepare payroll submissions, departmental purchasing, prepare and submit payment and reimbursement paperwork, prepare correspondence, distribute mail, inform IT staff of any technical problems in the exhibits, and prepare and distribute Daily Schedule
  • Editor, Master Calendar: Maintain master calendar for the larger organization, following up with appropriate staff members on scheduling and details of concerts, construction, maintenance, school and other group visits, events, facility rentals, festivals, VIP visits, and other significant events
  • Museum Programming and Interpretation: Participate in the creation and facilitation of innovative programming surrounding the interpretation of the Woodstock Music and Art Festival. Facilitate docent program and docent certification tours and be able to give interpretive tours of exhibits and the historic site to VIPS. Special attention to knowledge of the Museum collection and how the collection can be integrated into public programming
  • Registrar: Correspond and meet with prospective collection donors, prepare necessary temporary receipts for potential acquisitions, prepare (with the Museum Director) worksheets on potential acquisitions, coordinate Collection Committee meetings, prepare the necessary paperwork and secure necessary signatures for accession paperwork, maintain collections catalog database, number and properly store new accessions, prepare incoming and outgoing loan paperwork, arrange for shipping and insurance for loaned objects, and documenting incoming and their return


Additional duties may include:

  • Assistance with developing, researching, prepping, installing, and de-installing exhibits
  • Hosting VIP guests at Bethel Woods Pavilion shows
  • Servicing on committees (Collection Committee, Programming Committee)
  • Attending meetings (Museums staff meeting, Docent meeting), preparing agendas, and taking and distributing minutes
  • Assisting with logistical arrangements for events, meetings, and other activities that take place in the Museum building
  • Working under the pressure of loud music
  • Ability to give the Behind the Scenes and Main Gate Tour experiences


Job Requirements

  • 2-4 years of aligned experience required
  • Experience within a museum environment
  • Excellent organizational skills
  • Excellent written and verbal skills
  • Ability to handle sensitive information
  • Evening and weekend work will be required, as needed

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