Visitor Services & Membership Assistant - WVU Art Museum

The College of Creative Arts and Media at West Virginia University is currently accepting applications for a Visitor Services & Membership Assistant for the WVU Art Museum.

About the Opportunity

The Visitor Services & Membership Assistant will serve as a welcoming presence at the museum, providing front-desk coverage on open days, assisting visitors, and collecting visitor contact information to support membership outreach and engagement. Working closely with the Visitor Services & Membership Coordinator, this position will also support event planning, program development, and initiatives to strengthen member engagement. The Assistant provides essential front-of-house support while bringing valuable visitor insights, data collection, and program ideas to help advance the museum's engagement goals.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Check and respond to, as appropriate, Museum and Friends' e-mail and voicemail messages. Record Museum Voicemail messages. Coordinate communications including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibit openings; and check for accuracy of mailing.
• Manage the Museum Education Calendar to ensure there is no overlap in scheduled functions. Communicate schedules to Museum staff. Schedule and make arrangements for committee meetings, programs, seminars, workshops, receptions and other events in the Museum Education Center and for setting up needed furniture and equipment. Answer inquiries about facility rentals, show space to potential clients, keep an event calendar, and complete rental agreement forms and communicate procedures for rentals to clients.
• Distribute parking permits to visitors of the WVU Art Museum and Museum Education Center.
• Maintain master files for the WVU Art Museum and Museum Education Center and develop new filing systems when needed. Maintain security and confidentiality of evaluation/personnel files and other sensitive information. Assist with the preparation of required personnel forms as needed for Director's use in hiring, evaluating, and training of staff; and maintains confidentially of evaluation/personnel files.
• Collect payments for Museum, Museum Education Center facility rentals and Friends' events. Complete appropriate deposit forms and designate appropriate accounts for deposits. Submit deposits to CCA EBO and monitors accounts to ensure deposits are posted correctly.
• Participate in training and professional development sessions to enhance job performance.
• Build supportive, collaborative relationships with museum program staff to ensure accountability and assistance in cultivating new members and prospect donors.
• Keep abreast of the latest trends and developments in museum membership models and the art world.
• Greet and check-in museum visitors daily and at special events, and collect contact information for non-members for future mailings.
• Oversee the front desk of the museum daily ensuring the museum hours are fully open and operational.
• Oversee the museum shop inventory and inform the director when inventory is low for reordering.
• Mentor student workers and set a standard operating procedure for working at the front desk and overseeing the galleries of the museum.
• Assist the Membership Engagement Coordinator in planning membership events both on and off site of the museum.
• Participate in training and professional development sessions to enhance job performance.
• Performs other duties as assigned and needed.

Pay Grade: 12

• Associate's Degree in secretarial/business or related field OR any equivalent combination of education and training.
• A minimum of six (6) months of experience in the following:
  • General office experience
  • Computers (word processing, email, spreadsheets, database & reports, Google Drive, Adobe CS)
  • Customer Service
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Preferred Qualifications

• Experience within Museums
• Experience with WVU organizational policies and procedures

Knowledge, Skills and Abilities

• Excellent written and communication skills with a demonstrated ability of proficient use of correct English, grammar, spelling, and punctuation.
• Excellent interpersonal skills and ability to maintain a professional demeanor and proven skill in interacting with the public and wide range of individuals who interact with the WVU Museum and Museum Education Center.
• An inherent ability to independently take action and implement solutions to problematic situations without the need for continual guidance.
• Strong creative and organizational skills.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine 1heir relative importance, establish deadlines under high stress and confrontational circurru.1ancaen d complete tasks on time.
• Ability to maintain confidentiality.
• Ability to learn and to apply effectively the policies, WVU procedures and guideline affecting the position and work units to which assigned, as well as the institution.
• Demonstrated ability to exercise initiative, good judgment, and discretion in performing complex tasks.
• Thorough knowledge of general office work.
• Demonstrated ability to operate a personal computer utilizing various work processing, database management, website maintenance, and other standard office equipment.
• Knowledge of various standard software programs: Microsoft Office, including, Excel, Word, Access and Slate.
• Knowledge of various specialized software programs used in development and fundraising: Raiser's Edge-
• Good financial transaction processing skills to take payments, make deposits, and keep records related to transactions in accordance with policies, procedures and regulations governing these matters.
• Ability to independently set priorities, plan and complete multiple tasks on deadline.
• Proactive attitude towards work and assignments.
• Demonstrated knowledge of record keeping and adherence to schedule.
• Demonstrate ability to establish and maintain cooperative working relationships.
• Ability to drive and run errands associated to the duties of the position.
• Ability to maintain proper unit attendance and punctuality standards.
• Ability to reason logically and analyze and resolve issues.

• Valid US driver's license

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.