Administrative Assistant, Grounds Operations

Art and Wellness Enterprises (AWE) is a professional services organization supporting non-profits founded by Alice Walton, including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges Foundation, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute.

Job Description:

Position Title: Administrative Assistant, Grounds Operations

Position Type: Full-Time

FLSA Classification: Non-Exempt

Division: Campus Planning & Facility Management

Department: AWE Grounds Operations

Reports to: Vice President of Grounds Operations

Art and Wellness Enterprises (AWE) supports operating non-profits founded by Alice Walton including the Alice L. Walton Foundation, Alice L. Walton School of Medicine, Art Bridges, Crystal Bridges Museum of American Art, the Momentary, and Heartland Whole Health Institute. The Administrative Assistant for the grounds operations department is a critical role in ensuring the department is run efficiently and organized.

About the Position:

The Administrative Assistant, Grounds Operations is a key position that provides high-level administrative and office support to Vice Presidents, Directors, and Managers in the Grounds Operations Department. Duties of this position are complex in nature, requiring considerable discretion and confidentiality in handling sensitive matters. Ability to work proactively to balance multiple tasks is required.

What you will do:

Essential Duties

• Support the departmental staff on informational, administrative, and organizational matters, including research and compiling. Budgeting, and organization of information
• Perform general administrative duties such as filing, copying, supply ordering and tracking, and general data entry
• Act as liaison between staff, leaders, and other departments.
• Handle internal and external correspondence and mail distribution
• Prepare and process divisional invoice approvals
• Support the on-boarding of new staff with cross-divisional integration
• Order, distribute, and assist with design of uniforms to appropriate departments
• Assist with preparation and administration of division budget and reporting activities
• Work with department leaders on budget forecasting, planning, and invoice processing.
• Assist as a liaison between departments leaders and our AWE finance and account payables teams.
• Work with department staff to review monthly financial reports and update monthly projections
• Assist with meeting scheduling and Outlook calendar management
• Maintain an organized and accurate system of record retention
• Update and manage trail counter tracking metrics
• Assist in the management, utilization, and data entry related to the maintenance management system
• Develop strong work relationships with other support staff and aid and support as needed
• Assist with departmental events in coordination with division directors
• Compile and process expense reports for divisional directors and managers
• Submission of permits for events to the city
• Coordinate travel plans including transportation and accommodation, as well as arrange and prepare detailed travel schedules
• Develop and maintain a professional relationship with staff, guests, volunteers, and all stakeholders of the museum
• Other duties as assigned to support general organization of the Grounds Operations department.
  
  

Qualifications required for your success:

• Minimum High School Diploma
• Two years of experience in office procedures or related field preferred
• Highest ethics as they relate to all aspects of museum practices
• Ability to understand and maintain the highest levels of confidentiality
• Very flexible and helpful; occasional evening and weekend hours are required
• Willingness and ability to learn specialized Museum software required
• Ability to work independently and with initiative and as a complementary team player
• Ability to multi-task and think critically in a busy work environment
• Able to creatively and effectively problem solve
• Ability to be adaptable and work with a variety of positions and personalities
  
  

Personal attributes that support your success

• You are a team player and express servant-leadership when collaborating with others.
• You are results oriented and exercise sound judgment in your work.
• A lifelong learner, who is inquisitive and solves problems with bold thinking and innovation.
• A visionary who plans with imagination and wisdom.
• Committed to building and modeling equitable systems, beginning with diversity, access, and inclusion.
• Cultivate strong relationships through building trust and acting with integrity with colleagues and leaders.
• Comfortable in a fast-pace, innovative environment where change is constant.
• Goal-setting individual with measured focus on operational excellence and results.
  
  

Physical demands and work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: In the work environment described, position requires verbal and written conversation with others, sitting, standing, walking, bending, climbing, reaching, strenuous lifting/moving objects up to 50 pounds, and use of hands to finger, handle, or feel objects, tools, or controls. Vision abilities required by the job include close vision.

Work Environment: Work will be performed in an office environment, museum spaces, construction site, classrooms, libraries, trails, and nature, and in communities served. Work environment may include exposure to potentially hazardous chemical solutions. While performing this job, the employee is exposed to weather conditions prevalent at the time. Incumbent must meet a flexible work schedule that may include evenings, and weekends and available on-call for emergencies.