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Department Assistant, Information and Interpretive Technologies

How You Will Contribute

The Philadelphia Museum of Art is looking for a Department Assistant to provide general administrative support to the Information and Interpretive Technologies (IIT) department. This person will also provide administrative services for the Director of IIT, Assistant Director of Interactive Technologies, and the Assistant Director of Systems and Services by assisting with department budget preparations, acting as a department liaison at a variety of meetings, and assisting in the coordination of departmental projects.

This position requires professionalism, superior organizational skills, attention to detail, strong customer service skills, the ability to handle confidential material, and a willingness to take on additional administrative responsibilities as they arise.

Specifically, you will…

  • Oversee the acquisition and payment process for all technical equipment and services purchased by IIT and other departments.
  • Assist with department budget management: tracking expenses, compiling and processing chargebacks, and handling IIT staff reimbursements.
  • Manage vendor purchasing relationships and monitor use of non-profit programs and discounts. 
  • Manage the Verizon wireless account, including any hardware acquisition and service plan changes.
  • Arrange travel details and organize itineraries for IIT personnel and guests as needed.
  • Coordinate department-related meetings: preparing materials and presentations, recording minutes, and distributing information afterwards.
  • Provide general administrative support for the department: keeping an inventory or office supplies and replenishing as needed, planning and executing all department-specific events, and serving as the point of contact for both internal and external inquiries.
  • Handle all incoming and outgoing mail, including the preparation and tracking of outgoing shipments and hardware repairs.
  • Process museum staff maintenance and support requests during times of peak activity.
  • Maintain the IIT Training Room schedule and coordinate with staff accordingly.
  • Perform other related duties as assigned.

Your diverse background includes…

  • Two or four-year college degree; Art or Technical degree a plus.
  • 1-3 years of administrative support experience with increasing responsibility is desired
  • Proficiency in MS Office applications: Word, Excel, Access.
  • Experience with help desk ticket software is a plus.
  • Aptitude for learning software programs.
  • Ability to coordinate multiple tasks and processes.
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