The Allentown Art Museum has the following job openings

  • Administrative Manager
  • Security Guard

Please submit your resume and cover letter to: hr@allentownartmuseum.org

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Position:           Administrative Manager
Department:    Administration
Reports To:      President and CEO
Date:                   October 2018

 

JOB DESCRIPTION

Reporting to the President and CEO, the Administrative Manager is a key member of the Senior Leadership Team at the Allentown Art Museum.  S/he supervises all operations of the Museum and guarantees the smooth functioning of a small but complex urban art museum, with approximately 40 full and part-time employees, an annual budget of $2.7 million, and an average annual attendance of 70,000 visitors.  S/he supports the President and CEO in efforts to ensure that the strategic goals of the Museum are sustained, that excellence and equity are at the core of our programmatic efforts, that the administrative functions of the Museum enhance the overall institutional reputation, and that the multiple internal and external constituencies that access and participate in key museum activities are informed, knowledgeable, and communicated with clarity, timeliness and in a manner that ensures both their dedication to the Museum and the attainment of the Museum’s strategic goals and direction.

 

RESPONSIBILITIES

The Administrative Manager is responsible for the day-to-day internal operations of the Museum and oversees the following functions/departments at the Museum: scheduling of all activities in Museum spaces and maintenance of the Museum’s calendar of events and  operations, marketing and public relations, the budget planning process, human resources, retail operations (café, shop and front desk), visitor services, internal signage, Museum café, security, information technology systems, and facilities operation and maintenance for a 52,000+ sq. ft. building located in a newly rejuvenated downtown.

The Administrative Manager is expected to be a thought leader about organizational matters, overseeing and directing policies and procedures related to Museum operations and leading efforts for process improvement and performance enhancement throughout the organization.

The Administrative Manager regularly meets with the President and CEO about long-term facilities issues, safety and security matters including emergency preparedness, support organizations, organizational and employee performance, public communications and Museum positioning within the community, and legal compliance matters.  S/he oversees annual staff evaluations and recommends staff merit increases to the President and CEO.  The position leads regular administrative meetings with senior staff designed to ensure smooth and continual excellence in Museum administrative matters.  S/he also represents the institution at important public gatherings, interacting on behalf of the President and CEO when it is impossible for that individual to be present.  S/he must be both a strategic thinker and an articulate spokesperson for the objectives and ambitions of the institution at all times.  The position serves as a co-leader of the Strategic Plan Steering Committee.

 

SPECIFIC RESPONSIBILITIES

Operations

  • Oversee the preparation of budgets for approval, including those for funding and implementation of programs. (Delegates management of sections of the budget to department heads and others as appropriate.)
  • Analyze operations to evaluate performance of the Museum and its staff in meeting objectives and to determine areas of potential cost reduction, program improvement, or policy change.
  • Develop, coordinate, and execute policies and procedures affecting all areas of the Museum; recommend and implement systems to improve Museum operations and provide for successful integration of Museum-wide activities.  Formulate policies to ensure best practices, non-profit integrity and ethics in accordance with legal statutes and current standards of the field.
  • Ensure that day-to-day functioning of the Museum meets and furthers short and long-range plans.
    • Work with department managers to establish departmental goals and plans in support of short and long-range plans
    • Oversee annual operating and capital budget planning
  • Ensure that departments achieve annual goals
  • Negotiate all non-fine art insurance contracts and act as primary point of contact for insurance broker.  Assess and manage risks, monitor claims and ensure adequate coverage for all aspects of Museum operations, as well as the art collection.
  • Manage service contracts related to facilities, information technologies, food service, and security.

 

Team Development/Leadership

  • Manage direct reports in security, building operations, marketing and public relations, and coordinate with finance and controller.
  • Oversee personnel-related functions, including hiring process, training and development, benefits planning and administration, compliance, and termination actions, reviews, employment contracts, employee counseling, administration of personnel files, compliance with Pennsylvania labor laws.
  • With the President and CEO plan and manage monthly All Staff meetings
  • Plan and implement all administrative staff meetings.
  • Oversee the employee staff committee.
  • Provide leadership and oversight of the Museum’s visitor service and retail operations, ensuring effective management of these key areas.
  • Represent the Museum at professional gatherings and at civic social events, conventions, committee and various trustee and staff meetings.
  • Develop, with President and CEO, the agenda and coordinate activities for bi-weekly senior staff meetings and bi-weekly administrative staff meetings.
  • Performs other duties as assigned by the President and CEO

 

QUALIFICATIONS

  • Undergraduate degree in Arts Administration, Business Administration, or a related field required. MBA preferred, project management training a plus.
  • Minimum five years in senior level administration and/or financial management and human resource management required, with five years in non-profit management capacity preferred;
  • Significant team-building and supervisory experience in non-profit environment, preferably working within dynamic cultural organizations;
  • Significant experience working with volunteers, external boards and committees;
  • Outstanding written and verbal communication skills; highest level presentation, negotiation, project management, and problem-solving skills required;
  • Excellent planning, financial management, and organizational skills
  • Collaborative management style;
  • Demonstrated passion for the arts;
  • Strong work ethic, and superior record of ethical service;
  • Multi-lingual fluency preferred (Spanish a plus);
  • Proficiency in Microsoft Word, Excel, PowerPoint and internet-based research.

 

TO APPLY
Please submit your resume and cover letter by email to: hr@allentownartmuseum.org

 

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Position:                      Security Guard
Reports To:                 Security Supervisor
Department:              Administration
Purpose:                      To provide support services to the Security Supervisor


Job Description
:                                                                                                         

  • Monitor and authorize entrance and departure of employees, visitors, and other persons to guard against theft and maintain security of premises.
  • Warn persons of rule infractions or violations.
  • Monitor security systems, equipment, and other machinery (i.e, HVAC, phone, electrical panels, Lutron lighting, A/V).
  • Patrol Museum premises to prevent and detect signs of intrusion, criminal activity and ensure security of doors and windows.
  • Write reports of irregularities, such as touching or damage of art, equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences.

Education and Experience:

  • Must have a high school degree or equivalent.

Other Requirements:

  • Able to pass a criminal background check.
  • Able to work all shifts, including evenings and weekends.
  • Able to meet the physical requirements of the job including standing for long periods of time, lifting objects up to 50 lbs.,
  • Dress according to Museum policies.