Museum Administrative Coordinator

The Media Majlis Museum Administrative Coordinator at Northwestern University in Qatar is integral to the museum’s operations, adeptly handling a variety of administrative duties and supporting the museum’s executive team. This role demands a specialized combination of administrative acumen, financial expertise, familiarity with museum functions, and a deep appreciation for the arts and cultural heritage.

• Provide administrative support to the museum director, curators, and other staff as needed.
• Manage schedules, appointments, and travel arrangements for museum staff
• Manage travel arrangements and reimbursement forms for museum visitors while working closely with Human Resources.
• Prepare and distribute memos, emails, and other correspondence.
• Maintain filing systems and databases related to museum operations.
• Assist in financial record-keeping and budget management for the museum.
• Process invoices, expense reports, purchase orders and contracts while working closely with Business and Finance and the Office of the Dean.
• Assist in budget preparation and monitoring, ensuring adherence to financial guidelines. 
• Assist in the recruitment process for museum staff, including posting job openings and scheduling interviews.
• Support museum staff with events, including exhibitions, gallery openings, lectures, and workshops.
• Oversee and give guided tours with schools and adult visits, as needed.
• Maintaining the inventory of museum merchandise and assisting in distribution.

Minimum Qualifications & Competencies

• A high school diploma or equivalent required
• 5 Years of administration support or other relevant experience
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and other relevant software.
• Attention to detail and accuracy.
• Ability to work effectively in a fast-paced environment.
• Professionalism and discretion in handling sensitive information.
• Flexibility and adaptability to changing priorities.
• Ability to work independently as well as part of a team.

Preferred Qualifications & Competencies

• Bachelor’s degree in arts administration, museum studies, business administration, or a related field preferred.
• Proven experience in an administrative role, preferably in a museum or cultural institution.
• Familiarity with museum operations, including financial management and event coordination.
• Knowledge of basic accounting principles is a plus.
• Passion for arts, culture, and museums.
• Enthusiasm for promoting the mission and values of the museum.

This position’s target minimum starting salary is $41,877. Offers will be based on candidate experience, education, and equity at Northwestern.