Administrative and Operations Assistant IV  

Summary of Work Activites and Responsibilities:

The Administrative and Operations Assistant IV provides administrative, clerical, and operations support in the day-to-day opeartions of the Office and the AAG Museum Shop.

Main Duties and Responsibilities:

I. Frontline Support

• Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned.
  • Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion
  • Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
• Handles the processing of museum admission and guided tour transactions, including verification of guest details, issuance of tickets, and recording of payments and attendance
  • Updates and maintains daily and monthly visitor reports and guest information using the guest profiler system

II. Museum Shop Operations Support

• Collects and verifies payments for the AAG Museum Shop to ensure accuracy and proper recording
  • Coordinates with the Office of the Bursar for the generation and release of official receipts for purchases
  • Prepares the daily feees collection report and consolidates merchandise sales balance sheets and income statements
  • Prepares montly and quarterly sales reports for consignors
• Assists in coordinating with the consignors with regard to price adjustments, restocks, ingress/egress of merchandise
• Monitors the inventory of supplies and resources of the AAG Museum Shop regularly and ensures they are replenished, properly stored, and in good working condition
• Organizes the item display in the AAG Museum Shop

III. Administrative Support

• Handles coordination and logistical support requirements for meetings, office activities, and events (e.g. lectures, workshops, exhibition openings)
  • Prepares materials/equipment, reserve venues, secures participation, arranges food catering, and transportation requirements
• Monitors and consolidates media coverage of the AAG's exhibitions and programs for documentation and reporting prurposes
• Monitors inventory of brochures, tickets, and other promotional materials at the front desk and exhibition spaces, and requests for replenishment whenever necessary

IV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget, and expenses, etc.
• Basic Accounting Skills: Ability to perform routine accounting tasks such as preparing sales reports, reviewing balance sheets, and processing fees and payments with accuracy and attention to detail
• Communication Skills: Demonstrates good oral and written communication skills, effectively conveying information and ideas
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle-from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Active Listening: Ability to give full attention to what other people are saying, taking time to understand the points being made and asking questions as needed
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Technological Savvy: Demonstrates proficiency in Microsoft Ofice Applications and other Internet applications
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks effectively, even under tight deadlines and pressure