Administrative Assistant, Buildings & Grounds (Part-time, Onsite)

Description

Reporting into the Director of Facilities and Campus Planning, the Administrative Assistant supports MASS MoCA’s Buildings and Ground department. This highly organized and detail-oriented professional plays a pivotal role in facilitating smooth day-to-day operations, including facilities management, maintenance schedules, and departmental communications. The ideal candidate will possess excellent administrative skills, effective communication abilities, and a keen interest in supporting the operational needs of a cultural institution.

Duties & Responsibilities:

• Provide general administrative support to the Buildings and Grounds Department.
• Communicate and coordinate with staff and tenants regarding maintenance requests.  
• Manage the department’s digital work order and asset management system, including entering and tracking work orders, entering and maintaining equipment and maintenance records, creating and maintaining planned maintenance activities, and providing general system support.
• Facilitate internal communications to ensure museum departments and staff are informed of maintenance schedules and building updates.
• Maintain an inventory of supplies and equipment for building maintenance and groundskeeping.  
• Assist team in research and procurement of supplies, equipment, and services, including communicating with current and potential vendors and contractors, placing and tracking orders, and related tasks. 
• Assist in managing vendor communications, contracts, and invoices.
• Prepare and distribute departmental reports, memos, and other correspondence.
• Organize and maintain digital and physical filing systems for departmental records and documents.  
• Support budget tracking and expense reconciliation for department-related expenses, including expense coding and invoice tracking. 
• Maintain documentation related to OSHA, DOT, and other related compliance, licensing, permitting and safety training within the B&G department. 
• Support tracking of utilities-related data, including usage and cost information, as well as tracking of staff hours for special projects.
• Assist with special projects and events related to facility operations as needed.

Requirements

Qualifications Summary for Position:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or a related field is preferred.
• Proven experience in an administrative or coordinator role, preferably within a facilities management, museum, or cultural institution setting.
• Proficiency in Google office suite (Gmail, Calendar, Sheets, Docs) as well as Microsoft Office Suite (Word, Excel) and experience with facility management software is a plus.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively within a team environment.
• Flexibility to adjust to changing priorities and handle multiple tasks efficiently.
• This job description is intended to describe the general nature of the role and the work being performed. It is not an exhaustive list of all responsibilities. The Administrative Assistant may be required to perform duties outside of their normal responsibilities, as needed.

Physical Qualifications:

• On-site position based at MASS MoCA. 
• Requires regular interaction with the Buildings and Grounds team, museum staff, and external vendors. 
• Work schedule: Monday–Friday, 8:00 AM–1:00 PM (flexible within a range of times). 
• May require occasional lifting of supplies or materials related to departmental needs. 
• Dexterity and coordination, sufficient to perform essential functions.
• Must be able to stand and sit for long periods of time. 
• Ability to perform administrative and computer-based tasks for up to 4.5 hours at a time.
• The ability to be mobile (including, but not limited to walking, bending, squatting, crouching, twisting, kneeling, reaching, etc.).
• Ability to lift/carry/push/pull objects that weigh up to 25 pounds as needed.
• Must be able to wear PPE as needed.

As defined by the National Labor Relations Act, this position is part of the bargaining unit for UAW Local 2110.

Non-exempt. Minimum starting rate of: $21.00/hour