Employment Opportunities

The Museum is currently seeking a qualified candidate for the following positions:

Job advertisement | William King Museum of Art

Date: February 28, 2017

William King Museum of Art is accepting applications for the position of Assistant to the Director. Please send your resume, cover letter, and contact information for three professional references to Chase Mitchell, Director of Advancement, at cmitchell@wkmuseum.org. Review of applications will begin immediately and continue until the position is filled.

The position is part-time hourly (15-20 hours/week)
Title of Position:   
Assistant to the Director
Reporting Relationship:  Reports to Executive Director

Summary:   Under direction of the Executive Director, performs duties that relate to the Executive Director, Board of Trustees, staff and community contacts.  Works closely with the Business Manager regarding accounts receivable.  Protects confidentiality of information, has a strong knowledge of the Museum’s policies and procedures, and technical knowledge and skills to include Microsoft Word, Excel, Quick Books and Past Perfect.

Essential Duties:

  1. Pick up and take mail to the post office regularly and keep an ample supply of postage for use by Museum staff
  2. Maintain Board of Trustees and Committee notebooks and correspondence for Executive Director
  3. Prepare and maintain staff work schedules for all exhibition openings
  4. Maintain effective communication between staff and Executive Director; trustees and Executive Director; community and Executive Director
  5. Oversee the maintenance of the Administrative office and equipment,  ordering general supplies for all Museum departments
  6. Schedule all meetings as directed for Executive Director, confirming via phone, e-mail and/or mail with each, the time and place for each meeting
  7. Prepare meeting packets for all meetings of Executive Director, including trustees, staff and other meetings as required by Executive Director
  8. Take and prepare staff meeting minutes
  9. Prepare and maintain annual calendar of events for Museum
  10. Send meeting reminders, minutes, financials, agendas and other pertinent information to trustees and committee members one week prior to meetings
  11. Set room for all Board of Trustee meetings including coffee and water as requested by the Executive Director
  12. Keep current the daily calendar for the Executive Director
  13. Edit, print, and prepare for mailing all correspondence from Executive Director
  14. Record all daily receivables received from Business Manager, verifying correct codes, memos and class, depositing in appropriate bank accounts and entering in Quick Books
  15. Scan checks, run credit cards and prepare cash deposit slips
  16. Maintain Museum’s kitchen and catering kitchen, purchasing supplies and maintaining kitchen and alcohol inventory for all Administrative meetings, exhibition openings and events
  17. Purchase refreshments and assist the Community Relations Specialist to set up for all receptions
  18. Perform other duties specific to the Administrative Department consistent with these responsibilities at the request of the Executive Director

Job advertisement | William King Museum of Art

Date: February 28, 2017

William King Museum of Art is accepting applications for the position of Business Manager. Please send your resume, cover letter, and contact information for three professional references to Chase Mitchell, Director of Advancement, at cmitchell@wkmuseum.org. Review of applications will begin immediately and continue until the position is filled.

The position is full-time w/benefits (health + dental)
Title of Position:  
   Business Manager
Reporting Relationship:  Reports to Executive Director

Summary: The Business Manager will assist the Executive Director with financial and human resource management.  This position will work closely with all staff department heads to ensure understanding and management of departmental budgets and financial reporting, coordinating spreadsheet management, line item account coding, and purchase requisition processing.  All activities associated with this position will be carried out within the context of the Museum’s Code of Ethics. This position reports to the Executive Director and works closely with the Board of Trustees.  Functions of this position include but are not exclusive to:

Requirements:

  • Bachelor’s degree from an accredited institution in business, finance, or a related field
  • 3-5 years in a managerial role in a business office
  • Proficiency with Microsoft Office Suite (Word, Excel)
  • Knowledge of best business practices
  • Preferred: 5-7 years in a managerial role in a business office, proficiency with QuickBooks, experience in a nonprofit setting

Essential Duties:

  1. Open and process all mail (picked up by the Assistant to the Director); distribute to appropriate staff members
  2. Develop and maintain Museum forms and oversee all Museum contracts
  3. Manage all studio artist contracts and collect studio rent
  4. Maintain all business files, rotating each fiscal year
  5. Code all payments and donations to the Museum for Assistant to the Director to prepare daily receivables report and enter in QuickBooks
  6. Process all staff requisition forms and submit to the Executive Director for approval and signature.  Return copy of approved requisition to appropriate staff member for purchase.  Match the requisitions to vendor invoices, receipts and statements.   Make corrections when necessary and enter invoices in QuickBooks for payment.  Post all other invoices in QuickBooks for payment.  Reconcile MasterCard, Lowe’s and Food City statements monthly and enter credit card charges in QuickBooks.
  7. Process all incoming donations and generate acknowledgement letters to be signed by the Director of Advancement and Executive Director and, as appropriate, the Board of Trustees President
  8. Work with the Director of Advancement to provide budgetary and financial information for grant application, administration, and reporting purposes
  9. Manage ticket sales for special events, to include but not limited to Mistletoe Market, Haunted Hill, Hike the Hill, Big Messy and Art in Bloom
  10. Serve as the Museum’s budget coordinator, assisting the Executive Director in budget development and management through
    • Supporting departmental development of budget line items that reflect class allocations  • Ensuring each months “books” are current and up-to-date by working with each department on monthly reporting activities
    • Making sure all coding and approvals are current and accurate
  11. Manage and implement billing and record-keeping for all accounts receivable, including billing for education services using information supplied by the education department, capital campaign contributions using information supplied by the advancement office, and annual giving and membership donations using information supplied by the advancement office
  12. Be responsible for payment of the Museum’s accounts payable
  13. Serve as the Museum’s primary liaison with all contract accountants including the annual audit process, and any extra financial management activities through
    • Coordinating and managing the regular transfer of information and activities to the appropriate outside accountant
    • Coordinating and managing the gathering of information for the annual audit
  14. Administer the benefits program for staff
  15. Keep up to date personnel files to include but not limited to all necessary new hire and termination forms
  16. Prepare employee payroll and serves as payroll liaison to the Museum’s accountant
  17. Serve as primary collector and manager of all Museum attendance and visitor numbers, keeping ongoing accurate records
  18. Record all employee paid time off and its approval
  19. Maintain all Museum bank accounts as well as permanently and temporarily restricted accounts and pledges
  20. Prepare for Executive Director all financial reports for the Executive Committee, Finance Committee and Board members each month
  21. Administer the ongoing updates to the Museum’s Staff Handbook and Standard Operating Procedure as directed by the Executive Director
  22. Other duties as assigned by the Executive Director

 

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