GENERAL STATEMENT OF RESPONSIBILITIES & DUTIES:
As the Administrator, Scientific Research, you will oversee all administrative functions for the department which include supporting office & lab functions, planning departmental events & projects, and preparing reports for committee & budget meetings. You will support reference materials and samples cataloging and record archiving, assist in the preparation of grant proposals and help supervise departmental volunteers and interns. You will provide day-to-day administrative support for the department, including schedule management, and record keeping.
This position offers an exciting and dynamic work environment with an opportunity to initiate improvements to the smooth functioning and growth of the Museum's Scientific Research center.
PRIMARY RESPONSIBILITIES & DUTIES:
General Administration
Manage and direct communications from both internal and external sources, via phone, email and in-person visits.
Submit work order/maintenance requests to ensure clean & functional lab space.
Arrange for maintenance of office and laboratory equipment.
Manages JIRA departmental workflow tracking system. Liaises with IT for technical support of JIRA and platform development. Carries out staff training and provides technical assistance to departmental staff.
Maintains digital inventory of chemicals for the department.
Develops schedule for chemical inventory checking and hazardous waste removal.
Prepare all work statistics, financial reports; and contribute to reports for Visiting Committees and the Director's Office as needed.
Maintain departmental records, examination and analysis records, calendars and appointments. Act as departmental timekeeper as needed.
Manage departmental sample and reference materials collection.
Serve as departmental Computer Liaison Group representative, including onboarding new staff, interns, volunteers, fellows, and contractors.
Track locations of artworks in the lab as needed.
Provide updates at all staff meetings as requested.
Other duties as assigned or self-initiated.
Finance and Procurement
Maintain day-to-day financial records and reconcile these records every month with Monthly Operating Performance Reports.
Prepare all annual departmental budget proposal documents including templates and narratives.
Oversee sourcing and purchasing of lab and office supplies and equipment. Order supplies and consumables for laboratories.
Coordinate service contracts for laboratory equipment, and lab improvement projects, working with Museum departments and outside contractors.
Initiate and manage contracts for various projects. Negotiate and enable contracts for and payments to independent contractors. Submit requisitions and supplier invoices in order to acquire goods and services
Development and Outreach
Assist with donor outreach, donor oversight, donor event planning, and event execution.
Plan department tours in conjunction with scientists. Track tour attendees and maintain contact lists.
Track all donor funds and monitor specified fund spending; ensure donations are allocated correctly.
Document Scientific Research projects for development and outreach purposes (photographs laboratories and staff).
Assist Scientist in Charge in drafting, editing, and designing departmental Annual Report. Ensure all donor and copyright information is properly listed.
Augment and update departmental online presence including on social media and departmental pages on The Met's website.
Prepare grant proposals and all reporting on grant-funded activities with Scientist in Charge.
Draft letters of thanks to donors.
REQUIREMENTS & QUALIFICATIONS:
Bachelor's degree required. Previous study in fields applicable to the position such as Business Management, Museum Studies, Public or Non-Profit Administration, or Library and Information Science are preferred but not required.
5 years of demonstrated administrative job experience, preferably within a cultural institution.
Ability to anticipate departmental needs, to initiate activities, and to follow through independently.
Proven track record as a competent, detail-oriented, proactive administrator with ability to both work independently and with a diverse group of professionals.
Excellent communication and writing skills.
Excellent interpersonal skills including professional and pleasant telephone manner.
Outstanding organizational skills and ability to multitask.
Experience with managing and record-keeping of financial data required.
Experience with event planning and execution is essential.
Professional competency with word processing software and web content management systems (such as Sanity)
Advanced level abilities with Excel.
Experience with project management software (such as JIRA), and museum collection management systems (such as TMS) is desirable.
Willingness and ability to learn and implement new software as necessary.
Experience interviewing and supervising volunteers is preferred.
Fluency in English required; foreign language proficiency a plus.
COMPENSATION RANGE:
Pay Range: $90,000.00 - $95,000.00 / Annually