Administrative Program Specialist - A - WAE

• This position is located at the Capitol Park Museum within the Office of State Museums in Baton Rouge, LA.

• Applicants applying to this announcement should be aware that this is a part-time WAE (when actually employed) position without benefits, and shall not exceed 1245 hours in a 12-month period.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING:

• Communicating Effectively:The ability to relay information correctly and appropriately to connect people and
  ideas.
• Displaying Expertise:The ability to exhibit specialized skills or knowledge gained from experience or training
• Managing Resources:The ability to ensure resources such as time, money, and people are utilized appropriately
  to result in maximum business value.

APPLICATION INFORMATION:

• To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
• No Civil Service test scoreis required in order to be considered for this vacancy.
• *Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy contact:
Troi Johnson, Human Resources
Department of Culture, Recreation, and Tourism
1051 N. 3rd St
Baton Rouge, LA 70802
Fax:  (225) 342-7928
tjohnson@crt.la.govFunction of Work:
To perform responsible, administrative functions in support of an organizational unit.

OR

To manage a specialized departmental or statewide program.

Level of Work:
Entry.

Supervision Received:
General from higher-level supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.

Differs from Administrative Coordinator 4 by the presence of professional duties that involve a variety of administrative functions or responsibility for a specialized departmental or statewide program.

Differs from Administrative Specialist--B by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.ADMINISTRATIVE FUNCTIONS
Performs responsible duties related to the proper operation, coordination, and management of at least two of the following administrative functions:

Laundry, Mail Operations, Printing, Telecommunications, Vehicle Management, Dietary, Facility Maintenance, Risk Management, Inventory Control, Purchasing, Records Management, Rentals and Leases, Safety, Security, Budget, Contracts/Grants, Fiscal Management (payroll, payables, receivables, etc.), Information Technology, and Personnel.

PROGRAM MANAGEMENT
Manages the operations of a departmental or statewide program, including fiscal responsibility for purchasing and budgetary reporting.

Establishes, implements, and revises (as necessary) the program's standards and guidelines.

Coordinates program information by maintaining databases, generating reports, and ensuring information integrity; may require presentation of information in workshops, meetings, etc.

Performs certification and eligibility duties as it relates to the program.

Ensures program compliance to Federal and State regulations.

Administers contracts (such as property leases and service agreements) as they pertain to the program.

May supervise a small program support staff.

May require a special license and/or continuing education in the program field.

May serve as a member of a board or committee relevant to the program's mission.

DUTIES AND RESPONSIBILITIES:
Administrative Function
85% 

• Performs responsible duties related to the proper operation, coordination, and management of telecommunications, rentals, and rental contacts for Capitol Park Museum. Serves as Special Events Coordinator. This position is responsible for booking and managing all special events at the museum and all after-hours events.
• Establishes, implements, and revises rental program standards and guidelines for vendors and renters. Serves as the museum's liaison with rental clients and at rental events. Greets and conducts tours for prospective clients and to guests of the Baton Rouge CVB and the Lt Governor's Office.
• Manages program information by maintaining databases. Ensures information integrity of generated monthly reports, including fiscal responsibility for budgetary reporting.
• Payment management and tracking through the Museum's Administrative Assistant, Assistant Deputy Secretary, Administrative Coordinator, and Louisiana Museum Foundation
• Ensures program compliance with State regulations for public access according to Louisiana Administrative Code Title 25 Cultural Resources, Part Ill
• Initiates contracts for building use and collects fees and donations related to events for DCRT and OLG as renters, and their vendors; outside groups, and their vendors for receptions, programs, parties, etc. at the direction of the Division Director.
• Serves as on-site manager/staff supervisor for maintenance, T.I.Cs, volunteers, etc. during after-hours events. Ensures events are staffed appropriately in conjunction with the Administrative Coordinator 3. Assists event coordinator in New Orleans if necessary.
• Coordinates with Office of Buildings and Grounds for monthly HVAC scheduling of non-gallery space and monthly lawn maintenance scheduling.
• Manages event set up and planning with staff for lectures, events, receptions, openings, etc. that relate to museum-sponsored and museum partnered Education and Community Programming initiatives and activities.

Media & Public Relations
10% 

• Compiles monthly programming information to send to Community calendars and shares them on online community calendars. 
• Creates a monthly eblast (with up to 3 additional weekly eblasts) for community programming, museum closures, and ongoing exhibits
•  Provides media representatives information regarding special events, Facilitates media access when appropriate, Develops and maintains the Capitol Park Museums' public relations files including media exposure, and printed materials and complies into a monthly tally to the Division Director.
• Attends event promotional seminars to promote the Museum as an event venue. May set up non-collection displays, give informal tours and auto-visual presentations.

Administrative
5% Other Duties as assigned.

Salary : $17 - $34