Administrative Support

Support museum activities by performing a variety of clerical and administrative tasks while ensuring positive and productive interactions between staff, visitors, and volunteers. In the absence of a Museum Ambassador, the Administrative Assistant also serves as a welcoming, inclusive, and professional representative of the organization, providing a hospitable environment and rewarding learning experience for visitors.

SUPERVISED BY: Executive Director and/or Operations Manager

PURPOSE OF ROLE: Support museum activities by performing a variety of clerical and administrative tasks while ensuring positive and productive interactions between staff, visitors, and volunteers. In the absence of a Museum Ambassador, the Administrative Assistant also serves as a welcoming, inclusive, and professional representative of the organization, providing a hospitable environment and rewarding learning experience for visitors.

DUTIES MAY INCLUDE BUT ARE NOT LIMITED TO:

1. Arrive at the museum at least 6 minutes before your assigned time.
2. Handle office tasks, such as filing, accepting Deed of Gift forms, generating reports, preparing donor acknowledgment letters, hand-writing thank you notes, setting up for meetings, and answering phones.
3. Greet guests upon their arrival and ensure that they register.
4. Promote membership opportunities.
5. Handle cash transactions in Museum Shop.
6. Conduct mini-tours of approximately ten minutes in length.
7. Keep informed regarding changes in museum exhibits and/or procedures.
8. Provide clerical assistance with museum projects.
9. Find a replacement volunteer if you cannot cover your original shift.
10. Assist in preserving collections by providing auxiliary security in exhibits.
11. Other related tasks as needed.

MINIMUM QUALIFICATIONS:

✔ Age 21 or older

✔ Basic computer skills

✔ High School graduate

✔ Personable, outgoing

✔ Reliable, responsible

✔ Comfortable speaking to small and large groups of people of all ages

Prior knowledge of Chenango County history is unnecessary; volunteers should have a working knowledge of American history and a strong desire to learn.

DESIRABLE ATTRIBUTES:

✔ Able to accept supervision and work independently

✔ Comfortable speaking before groups of people

✔ Enjoy meeting and interacting with other people

✔ Experienced in cash-handling techniques

✔ Neat penmanship

✔ Punctual and reliable

MANDATORY TRAINING/ORIENTATION PROVIDED:

Following at least one tour by a lead tour guide

Give a sample tour to other volunteers and/or staff

Review of safety procedures, insurance waiver, collections care, and anti-harassment policies

Volunteers receive additional training while assisting in the office. This “on-the-job training” enables volunteers to learn more about the day-to-day operations

Total time involved in mandatory training will be no more than three hours

TIME COMMITMENT:

Volunteers are asked to staff the museum in a minimum of three and a half-hour blocks. Office hours are 9 am through 4 pm, Wednesday through Saturday, from February through December.

ATTIRE:

Volunteers should wear clothing appropriate for working in an office setting; business-casual attire is recommended. Jewelry and piercings should be minimal and worn in moderation.