Museum Administrative Coordinator Executive Secretary II

Working/Functional Title

Museum Administrative Coordinator

Position Summary

The Museum Administrative Coordinator at the MSU Broad Art Museum provides executive and administrative support for the Director and Administration. Primary responsibilities include serving as executive secretary to the Director coordinating travel for artists and guests daily operational support of museum business office and other institution-wide projects. The Museum Administrative Coordinator will have daily interactions across a wide variety of stakeholders including museum staff university leadership donors faculty contractors and students. The role requires thoughtful planning and scheduling clear and effective communication across constituents discretion and prioritization of incoming requests and information. The ideal candidate is a creative results driven and highly-organized individual experienced project management working in a professional environment and who is passionate about cultural engagement.

Characteristic Duties and Responsibilities

• Advance the mission vision and values of the museum.
• Maintain working knowledge of museum initiatives content and programming.
• Participate in a team culture of ongoing learning collaboration innovation creativity and community engagement.
• Maintain working understanding of museum and university policies and processes as applicable to work.
• Serve as an advocate for the Museum and University at onsite and offsite events.

Executive Support 40%

• Serve as point person to the Directors office managing complex calendars scheduling meetings and effectively communicating across internal and external stakeholders.
• Coordinate Directors domestic and international travel within established university guidelines including scheduling itineraries accommodations and expense reconciliation.
• Support Directors administrative needs including reimbursements purchasing and organizational requests.
• Serve as primary point person for MSU/ArtsMSU advancement office for museum requests. Coordinate donor Advisory Board and prospect visits tours and meetings.
• Coordinate logistics for in person and virtual meetings including agendas reports presentations and minutes as assigned.
• Maintain organized digital and physical filing systems.

Artist and Guest Travel Coordination 30%

• Maintain working knowledge of university travel guidelines and processes as applicable to museum operations.
• Utilizing MSUs travel and expense system Concur submit guest travel requests following established timelines and requirements.
• Organize travel arrangements including airline car hotel and per diem as applicable.
• Serve as guest point person for travel planning support and reimbursements providing clear concise and thorough itineraries and resources.
• Coordinate across museum staff to maintain and distribute guest itineraries and guest support needs.
• Other artist and guest responsibilities as assigned by manager.

Administrative Support 30%

• Oversee day-to-day administrative office needs.
• Ensure administrative office public spaces are organized stocked and presentable.
• Primary purchaser for administrative supplies including inventory sourcing and reconciliation of expenses.
• Manage incoming and outgoing mail/deliveries for themuseum.
• Coordinate distribution of informationand reports with the unit.
• Process financial transactions through MSU financial system EBS including establishing vendors submitting requisitions cash deposits and purchasing reconciliation.
• Serve as department backup for purchasing purchasing card reconciliations and payroll approvals.
• Other duties as assigned by manager.

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing typing shorthand and gr ammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers word processing editing composing correspondence taking dictation spreadsheet database desktop publishing and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

• Knowledge equivalent to that normally acquired by completing a minimum of two years of college
• Ability to apply sound judgement and critical thinking in a fast-paced environment.
• Excellent attention to detail and communication skills.
• Experience working in higher education arts or not-for-profit organization.
• Experience coordinating meetings travel and processing business transactions.
• Familiarity with MSU systems such as EBS Kuali Concur and Spartan Marketplace.
• Ability to successfully interface with diverse museum constituents.
• Demonstrated organizational and time-management skills.
• Reliability and ability to work independently within a team environment.
• Proficiency with Microsoft Office Suite and Teams.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin citizenship age disability or protected veteran status.

Required Application Materials

• Cover Letter
• Resume
• List of 3 References

Work Hours

Mon-Fri 8:30am to 5:00pm with occasional evening and weekend work.

Description of End Date

This is an off-dated position funded for two years from date of hire with possible extension contingent upon funding renewal.

Website

Bidding Eligibility ends on 02/17/2026 at 11:55 PM