Staff Assistant (DIVR) at Harvard Art Museums

Duties & Responsibilities

Reporting to the Director of Digital Infrastructure and Emerging Technology (DIET), the Staff Assistant is primarily responsible for the administrative duties that support the department of Digital Imaging and Visual Resources (DIVR).

Please note: This is a two-year term position, with possibility of extension based on continued funding and business needs.

Roles and Responsibilities

  • Process internal and external image licensing requests; serve as the primary point of contact to receive, review, coordinate, and fulfill these requests
  • Maintain the departments inventory; make purchases for the department
  • Assist in preparing the departments yearly budget
  • Provide financial support by tracking the annual budget, and reconciling monthly financial reports
  • Maintain the departments calendars of activity; assist with scheduling meetings
  • Maintain the departments paper and electronic files; including departmental information on the museum’s intranet and public website
  • Attend meetings and records minutes including action items; post minutes to Basecamp
  • Assist with producing written and visual documentation of studio projects and workflows as part of a shared resource of reference material and catalogue of activity
  • Assist with data management and cleanup in The Museum System (TMS), Filemaker, and other custom database applications
  • Coordinate equipment shipments between museums offices and for repairs
  • Assist with DIVR specific software testing; run test scripts and report back during software upgrades
  • Other duties as assigned

Basic Qualifications

Minimum of three years of related experience with demonstrated office administration and customer service skills required.

Additional Qualifications

Bachelor’s degree preferred. Experience in a creative environment or cultural institution preferred. Project management experience. Photography/film production experience preferred. Demonstrated computer skills. Experience with TMS or similar collections management software a plus. Demonstrated interest in art history preferred.

Self-motivated working style. Excellent writing and verbal skills. Strong interpersonal skills with a focus on service. Ability to handle multiple, complex projects with the capacity to handle questions and instructions from diverse constituencies. Ability to work effectively in a collaborative and collegial setting, establish priorities, achieve goals, and direct multi-faceted projects. Strong organizational skills; detail oriented; ability to work independently with minimal supervision and as an effective member of a team.

Location: USA – MA – Somerville

Time Status: Full-time, Monday through Friday – 35hours/week, Union
EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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