Job Description
Full job description
Posting Details
Art is for everyone. The New Mexico Museum of Art fosters a deeper understanding and enjoyment of art throughout the state and beyond. We work with art and artists to explore the human experience, new ideas, and diverse cultures.
The New Mexico Museum of Art is a division of the New Mexico Department of Cultural Affairs. The Museum of Art is one of four state museums in Santa Fe, eight historic sites statewide, and the Office of Archaeological Studies that comprises the Museum of New Mexico System.
Learn more at nmartmuseum.org
Why does the job exist?
This position will provide administrative support for the Division Director and staff. This position will maintain the Museum Director's calendar and reschedule as necessary for conflicts that may arise and send reminders of group meetings and keep all affected individuals within(and outside) of DCA informed of changes to the Museum Director's schedule. Maintaining files relating to fundraising activities is key to the position, including liaison with the Museum of New Mexico Foundation of current fundraising and donor information. Compiling and editing division reports to Board of Regents, Cabinet Secretary, grant giving bodies, and other state departments as required are also essential duties.
How does it get done?
This position provides administrative support to the Executive Director through the management of the calendar and meetings, both internally and externally. This position also compiles reports from the office of the Executive Director to other bodies, including but not limited to the Board of Regents, the Cabinet Secretary, and the Museum of New Mexico Foundation.
This position is responsible for records and information management and will act as the Records Liaison Officer and ensure the Museum is in compliance with 18-2-4.2 NMSA 1978. This position is responsible and authorized to send and withdraw any museum documents from the NM state records center and archives. This position will ensure that all press and promotional information is disseminated to appropriate staff in DCA and media organizations. This position will coordinate the process of employee and manager evaluations for all staff and will maintain a database and tracking system to send out reminders prior to due dates for evaluations, manage confidential paper and electronic databases of secure personnel information for all Division employees, provide technical support to managers/supervisors regarding the completion of required forms for compensation, classification and/or recruitments.
This position also serves as Inventory Manager, ensuring supplies are available for staff, maintaining inventory lists, and routinely surveying administrative staff for their supply needs. This position will compile and maintain inventory of office furniture, equipment, IT equipment and any specialist software. This position will work with DCA and GSD staff to ensure procedures are followed for end disposal of excess property.
Lastly, this position is the IT and Telecommunications Liaison with DCA IT and DOIT and will request new telephone, voicemail, and email accounts from DOIT by preparing work-orders and giving authorization on new accounts.
Who are the customers?
This position serves the Museum Director, Museum Staff, Visitors, Donors, and the Museum of New Mexico Board of Regents.
Ideal Candidate
This position serves the Museum Director, Museum Staff, Visitors, Donors, and the Museum of New Mexico Board of Regents.
Minimum Qualification
High School diploma or Equivalent and two (2) years work experience in office administration. Substitutions Apply. See Substitution Table below.
Employment Requirements
Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification as a condition of continued employment. Must possess and maintain a valid New Mexico Driver's License.
Working Conditions
Work is performed in an office setting with exposure to visual/Video Display Terminal (VDT) and extensive computer and phone usage. Position continuously works with LCD projectors and Microsoft Office Suite. Agility to multi-task, work under strict deadlines, maintain confidentiality under various situations, process large volumes of paperwork to meet deadlines. Weekend and evening work may be required.
Supplemental Information
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Agency Contact Information: Mark White (505) 500-7832 or marka.white@dca.nm.gov. Email
For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.
Bargaining Unit Position
This position is not covered by a collective bargaining agreement.
Job Tags
Full time, Work experience placement, Afternoon shift,