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Carnegie Museums of Pittsburgh Department Assistant - Ref#1350 in Pittsburgh, Pennsylvania

Kamin Science Center (formerly known as Carnegie Science Center) connects people with science, igniting curiosity that endures for a lifetime. Our Science Center integrates science and technology, offering immersive experiences like exploring the human body's mysteries and diving into river science and wildlife wonders. Embracing the spirit of exploration, we proudly feature Mars: The Next Giant Leap and showcase USS Requin (SS 481) submarine, offering firsthand glimpses into space and history. Beyond these exhibits, visitors can enjoy movies on Pittsburgh's largest screen, engaging live theater performances, thrilling sports challenges, and the fan-favorite Miniature Railroad & Village®. Committed to inclusivity, our position on Pittsburgh's North Shore by the Ohio River ensures accessibility for everyone, while our outreach initiatives actively involve Pittsburgh's vibrant and diverse communities, extending our impact beyond local boundaries to a national scale. Join us as we ignite curiosity and forge deep connections between people and the limitless wonders of science!

The Department Assistant is responsible for administrative assistance to associate museum directors of museum experiences and service and engagement.  Performs diverse administrative functions ensuring flow of work, schedule alignment, project completion, and communications.

QUALIFICATIONS

EDUCATION AND EXPERIENCE: High school diploma or equivalent required. Bachelor's Degree and/or three years' experience working in a museum environment preferred. One year of experience in working with a diverse group of constituents. Experience with bookkeeping, museums or non-profits, and collection databases is a plus. 

KNOWLEDGE, SKILLS, AND ABILITIES: Highly organized and skilled in calendar management. Excellent interpersonal communication and problem-solving skills and be able to work with a diverse group of constituents. Proficient typing skills and knowledge of MS Office (Word, Excel, PowerPoint, Outlook and Teams) as well as remote conferencing software (such as Zoom).

*PHYSICAL REQUIREMENTS: *Must be able to move packages with small hand truck or dolly, lift objects (up to 30 pounds), move about the museum, and stay in one spot for long periods of time.

PRINCIPAL ACCOUNTABILITIES

  1. Provides essential and timely administrative support to the Associate   Museum Directors. Answers telephones and records and distributes   messages as needed.
  2. Maintains daily calendar, schedules in-person and online   appointments and meetings with internal and external stakeholders.
  3. Prepares, organizes, and proofreads documents as required. Drafts     emails, letters, reports, summaries, schedules, meeting agendas and   minutes, and/or other communications as required.
  4. Establishes appropriate record-keeping systems and maintains an   efficient and up-to-date filing system. Maintains inventory of office   equipment and supplies.
  5. Makes travel arrangements and other reservations. Tracks expense   charges and, if appropriate, assists with completing online expense   reports.
  6. Assists with coordination of meetings/events on behalf of Associate   Museum Directors as needed, which may include arranging for   internal venues/catering, managing invitations, creating slide   decks/presentations, and/or other related logistics.
  7. Assists with reporting and tracking of information (contract routing,   grant deliverables, Rangos concessions tracking, school/partner   contacts, etc.).
  8. Performs other responsibilities as required.

FACTORS FOR SUCCESS

1. 1. Accomplishes responsibilities with a minimum of supervision. Meets established deadlines while also handling multiple projects. Keeps abreast of changes in office and records administration. 2. Resolves problems, as appropriate, including rescheduling appointments or taking other remedial steps when unforeseen problems and events arise, uses judgment to obtain appro al for actions when necessary. 3. Displays diligence, courtesy, and sensitivity in dealing with the public. Keeps knowledgeable of current changes and events at CSC to be able to effectively respond to visitor or staff needs. 4. Maintains confidentiality of information at all times.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer -- Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

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