Museum Administrative Support Specialist

Job Description

Administrative Support: (40%) Keeps museum workspaces fully supplied, distributes daily mail and packages, and ensures common office areas remain organized and functional. Provides dedicated administrative support to primarily Museum of Utah employees. Coordinates with the Operations Manager, UHS Administrative Support Team, and Department Finance Team to streamline daily UHS operations, align workflows, and maintain policy compliance. Processes and reviews agency documents for accuracy, completeness, and adherence to state policy. Provides knowledgeable guidance, training, and problem-solving support to staff, leadership, and museum guests, ensuring everyone gets the information and support they need. Drafts, edits, and formats routine correspondence, documents, and reports. Communicates and coordinates directly with state agencies, community partners, and outside vendors to manage service requests, set up store vendors, coordinate office supplies, and support smooth UHS and museum operations. Collaborates closely with administrative staff from both the museum and UHS to coordinate shared tasks, standard procedures, and division-wide support. Maintains basic troubleshooting guides for A/V systems in Museum Suite conference rooms and classrooms. Coordinates Archives and Records Management with museum staff. Processes sponsorship applications and payments, serving as a point of contact for awardees and coordinating logistics with UHS staff and leadership. Serves as secondary support for the UHS membership program by entering CRM donation data, sending donor acknowledgements, and assigning follow-up tasks to the Development and Membership team. Performs other related administrative duties as assigned. Purchasing/Finance/Travel: (50%) Coordinates and processes travel authorizations, bookings, and expense reports in compliance with State of Utah travel policies for museum staff. Processes, fulfills, and tracks purchase requests and employee reimbursements in accordance with State of Utah purchasing policies. Maintains a State of Utah Purchase Card (P-Card), completes monthly account reconciliation, and ensures proper documentation for all purchases. Receives, logs, and distributes ordered supplies and items to museum staff in a timely manner. Processes cash and check deposits from the Museum Store to the State Treasurer’s office. Maintains organized electronic fiscal files, travel records, and payment documentation to ensure full compliance and audit readiness. Provides training to museum staff to ensure state financial, travel, and purchasing policies are followed correctly. Meetings and Events: (10%) Schedules internal meetings, prepares agendas and meeting materials, records minutes, and maintains Google calendars for office and public meeting spaces. Assists with events and group gatherings–managing venue scheduling, guest registration, catering, transportation, AV setup, and presentation logistics. Helps staff prepare event collateral and promotional materials, and assists with outreach or sponsorship requests for specific events. Provide administrative support to the Museum of Utah subcommittee.