Major Function and Purpose

Performs administrative and office administrative activities directly supporting the executive director, program manager and curator & collections manger. Promote The History Center’s variety of programs and exhibits to groups and schools.  Coordinate the visits of these groups, and conduct the programs.

Essential Job Functions

• Serve as the primary database administrator using DonorPerfect fund raising software:
  • Pull lists
  • Generate reports
  • Update donor and member information
  • Produce acknowledgement letters
  • Issue membership renewal letters
• Recruit, train, schedule & coordinate the activities of volunteers.
• Manage Museum Store, using volunteer support.
• Gather materials for the quarterly newsletter, work with printer/designer, and ensure it is distributed timely.
• Oversee ticket operations at programs.
• Distribute surveys following programs and tabulate data.
• Oversee general office operations, including answering phones, handling email inquiries, keeping an inventory of office supplies and distributing mail to staff.
• Process incoming checks, online payments, credit card payments, etc.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Assist the executive team on projects.
• Work closely with Program Manager to arrange meeting facilities and amenities.
• Update Board information in a timely fashion.
• Participate in other activities at the discretion of the Executive Director.
• Identify groups, schools, retirement centers, etc. to be contacted.
• Research and select ideal marketing vehicles to reach the groups, school leaders, etc.
• Use available resources and marketing funds to customize marketing materials based on audience to be reached.
• Personally reach out to prospective tour groups to present details and answer questions.
• Confirm calendar of visits with The History Center staff.
• Be on site to welcome groups, field trips, etc. Facilitate presentations.
• Create and distribute post-visit surveys to group leaders and individuals.
• Follow up with groups after visit to re-book visits.
• Assist with rentals and other events.
• Other duties as assigned.

Minimum Qualifications

• Two-year associate degree (four year preferred).
• Minimum of two years of office management or administrative assistant experience.
• A commitment to the mission of The History Center.

Knowledge, Skills and Abilities

• Knowledge of office administration practices and procedures.

• Demonstrated principles and practices of sound business communication.
• The capacity to use correct English, including spelling, grammar and punctuation and have the ability to compose correspondence from brief instructions.
• Excellent organizational skills.
• Keen attention to detail and a tolerance for working on multiple projects simultaneously.
• Experience managing databases, DonorPerfect experience a plus.
• The ability to maintain the highest level of confidentiality.
• The ability to understand and follow written and oral instructions with very little supervision.
• A knack for setting priorities.
• Self-starter with enthusiastic initiative.
• The capacity to exercise sound independent judgment within areas of responsibility.
• An upbeat, positive, outgoing, personable demeanor and able to relate well with diverse populations and age groups.
• A demonstrated commitment to completion of projects on a timely basis.
• Excellent verbal skills.
• Sense of humor.
• The ability to work well under pressure.
• A high level of proficiency in the use of Microsoft Office programs, especially MS Word, MS Excel and MS PowerPoint to create complex documents and materials requiring the interpretation and manipulation of data.
• Outstanding keyboard skills.
• Capacity to lift and maneuver at least 30 pounds.
• A valid Iowa driver’s license.
• Some knowledge of budgeting, record keeping, filing and purchasing practices and procedures.
• The ability to work some weekends and evenings as requested and required.