Job Summary:

Under general Supervision of the Director, Robert & Frances Fullerton Museum of Art, the Administrative Support Coordinator will provide clerical and administrative support functions for the Fullerton Art Museum. Duties include but not limited to: Museum Event Coordination, Budget Support, and provide lead work direction to student assistants.

Insert a major duties and responsibilities:

Coordination and Administrative Duties:

• Independently coordinate administrative functions and perform the secretarial and administrative work for the Robert and Frances Fullerton Museum of Art (RAFFMA).
• Duties include but not limited to: working at the front desk, answering phone calls, providing assistance to the general public, on and off-campus students, faculty, staff, and vendors with any inquiries they may have in regards to general information, museum events, exhibitions, tours, educational programs, and payment status.
• Administrative duties consist of creating desk visitor services and procedures and updating them annually, provide lead work direction to student employee’s and provide student schedule to director for approval, conducting budget reviews, and giving recommendations to RAFFMA’s Director. They also include constant evaluation of the Museum’s operational and procedural matters in order to enhance efficiency.
• Projects: Initiate and coordinate projects by identifying needs, outlining detailed plans, and providing lead work direction. Projects may include but are not limited to archiving, destruction of old documents, organization and cleaning of storage room, etc.
• Handling of confidential information, communicate well with various department secretaries, college staff, faculty, and other university employees.
• Retrieving payroll and reimbursement checks for staff and students.
• Renewing volunteer parking permits on a quarterly basis.
• Renewing museum board members’ annual parking permits.
• Coordinating with parking services for guest passes for guest lecturers, artists, and for general meetings.
• Making hotel room reservations for guest lecturers.

Visitor Services Coordinator Duties:

Visitor services policies:

• Annual maintenance and updates Museum front desk
• Providing general information about museum exhibitions and upcoming events.
• Providing a positive customer service experience to museum guests and potential event space rental clients
• Keeping daily attendance records on a spreadsheet organized by days, weeks and months.
• Encouraging visitors to join RAFFMA’s mailing list and to become members of RAFFMA
• Selling and collecting museum parking permits, memberships, and workshop fee revenue.
• Updating primary museum phone lines.
• Maintaining and updating museum website to display correct general museum information, such as exhibition openings/closings, events, and educational programs.

Museum Monitor

• Ensuring that artwork is in good condition at the beginning, middle, and end of the day.
• Conducting walks through exhibition spaces while visitors are present.
• Making sure visitors are not taking food and drinks into gallery space.
• Making sure visitors are not touching artwork by constant viewing of surveillance cameras.
• For the safety of museum guest and visitors, ensuring that areas undergoing installation are closed off due to potentially dangerous equipment.
• For the protection of the collections and artwork on loan, ensuring that the museum alarm is properly set at the end of the day and surveillance cameras are functioning.

Museum Tour Coordinator

• Making arrangements with Campus Tours to accommodate tours for prospective visitors to campus ranging from general public, K-12 students, and incoming CSUSB students, etc.
• Coordinating, setting-up, and attending docent meetings/trainings twice a month with the purpose to educate docents and refine tour information relevant to RAFFMA’s permanent Egyptian collection and rotating exhibitions.
• Updating docents on volunteer touring opportunities.
• Coordinating and matching docents with museum tour appointments.

Certifications

• Acquire and maintain current First Aid/CPR/AED Certification for the safety of visitors.

Budget:

• Maintaining and analyzing 22 accounts for RAFFMA including State, Philanthropic, and Trust accounts.
• Offering recommendations to director regarding budget allocations based on historical data analysis.
• Monitoring funds, and conduct expense/budget transfers utilizing online systems.
• Reconciling procurement card purchases for staff and self on a monthly basis.
• Conducting purchases via the PeopleSoft Finance system.
• Maintaining proficiency in PeopleSoft and MS Excel.
• Ordering all educational materials, supplies, and equipment.
• Coordinating equipment repairs.
• Conducting the proper procedures to manage all property assigned to the museum.
• Determining which budget codes to use based on categorization for purchasing, reimbursements and payment to vendors. For example, supplies and services, travel, hospitality, equipment etc.

Student Assistants:

• Assist with the completion of hiring paperwork, provide lead work direction to student assistants.
• Student assistant training (museum policies and procedures; museum filing systems, etc.
• Processing monthly payroll time sheets for students
• Maintaining monthly student assistant attendance log and making sure that it corresponds with student’s timesheets.
• Budgeting work hours for student assistants based on museum budget and priorities.
• Managing student assistants’ work schedules on a weekly basis based on student assistants’ class schedules and workloads.
• Posting student assistant and volunteer positions on Handshake

Museum Event Coordinator:

• Assisting in organizing museum events such as set-up, during, and clean up.
• Maintaining budgets for museum events.
• Ordering of all necessary items such as lines, food, tables, chairs, speakers, etc.
• Keeping a log of event attendance.
• Ensuring that events are properly staffed by scheduling student assistants and volunteers to assist in front desk duties
• Keeping visitor counts, greeting visitors, and monitoring visitors to maintain artwork safe.
• Following the CSUSB Alcohol Beverage Policy at all times.

Cashier/Cash-Handling:

• Follow strict cash handling procedures set by Bursars and Accounting departments when handling cash payments for parking permits, educational program fees, and membership fees.
• Record all mail payments in an incoming mail log.
• Depositing all revenue on a weekly basis.
• Reconciling hand written receipts with revenue and cash fund at the end of the workday.
• Follow cash handling procedures if student assistants covered the front desk. This includes counting the cash box before and after their shift and reconciling all receipts.
• Taking donations from cash box and logging in amount
• Handling cash fund, and petty cash.

Minimum Qualifications: Required Education and Experience

• High School diploma or its equivalent
• Three years of progressively responsible experience in general office clerical or secretarial work or the equivalent.

Required Qualifications

• A thorough, detailed knowledge of applicable university infrastructure, policies and procedures is required.
• The ability to independently handle multiple work unit priorities and projects is required. The ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist is required.
• The ability to perform standard business math such as calculate ratios and percentages, track financial data and make simple projections is required.
• The ability to draft and compose correspondence and standard reports is required.
• The ability to handle effectively a broader range of interpersonal contacts, including those at a higher level and those of sensitive nature is required along with the ability to work cooperatively with a diverse group of people.

Preferred Qualifications

• Three years experience in office general clerical work
• Experience with PeopleSoft and other campus-specific software or tools is preferred.
• Experience in office administration in an academic environment.
• Knowledge and experience with Microsoft Word or Microsoft Excel.
• A thorough knowledge of office systems and ability to use a broader range of technology, systems, and software packages is preferred.

Compensation and Benefits:

Anticipated Hiring Range: $3505 - $4206 per month

Classification Salary Range: $3505 - $5508 per month

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Work status: Full-time/Non-exempt/Probationary

Schedule:

8:30 – 5:30 Tuesday

9:30 – 6:30 Wednesday and Thursday

8:30 – 8:30 Friday

8:30 – 5:30 Saturday

Weekends and evening may be required.

The application deadline is May 10, 2023.

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at

COVID-19 Vaccination

CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the Office of Employee and Labor Relations by phone at (909) 537-5138 or by email at employee.relations@csusb.edu

Smoking

CSUSB is a smoke and tobacco-free campus.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: