Operations Assistant

Operations Assistant

Job Description

POSITION STATEMENT

Assist the Operations Director in the day-to-day safe operations of the building, grounds and equipment, in order to provide a functional and attractive environment in which the museum associations can conduct their individual and cooperative programs. Represent RMP with customer service orientation, providing customer relations in a professional manner at all times, with a focus on achieving our mission: “Support and sustain a vibrant and healthy facility that enables our member organizations to showcase the arts and sciences.”

PRIMARY RESPONSIBILITIES

 The Operations Administrator is responsible for the general operation of the  Management Office, both internally and in conjunction with members and community organizations, which includes, but is not limited to:

• Answer and screen incoming telephone calls, providing information or responses whenever possible or directing the calls to the appropriate person.
• Assist the Operations Director with financial record keeping, including: QuickBooks data entry, bank deposits, bank reconciliations, accounts payable, monthly financial reports.
• Coordinate Security staff’s monthly work schedule with building activities/events held after regular hours. Communicate with staff to coordinate new schedule and review any updates.
• Coordinate Maintenance schedule with building event schedules. Meet weekly (or more often if there are updates) to review and coordinate maintenance schedule.
• Coordinate Member’s schedules with all building related work.
• Program Per Mar Security System keypads to add or delete staff personnel.
• Program the Riverfront Museum’s digital sign with Member’s upcoming event advertisements.
• When the Operations Director is not available, be available to respond to Per Mar Security calls. Evaluate situation and determine appropriate action.
• When the Operations Director is not available, be available to respond to all calls relating to building issues that require immediate attention. Evaluate situation and determine appropriate action.
• When the Operations Director is not available, troubleshoot mechanical systems failure and if cannot be resolved, call the appropriate vendor to respond to the issue.
• Monitor the Andover System (HVAC database) daily to ensure humidity and temperature levels are within the acceptable range.
• Maintain the Per Mar Security code and key tracking database for the entire facility. Call in for repairs, maintenance to the system.

The Operations Assistant assists the Operations Director as liaison to the Board of Governors and its Committees.  These duties include, but are not limited to:

• Prepare reminders and coordinate reservations for meetings of Board and Committees.
• Prepare updated reports, minutes and correspondence for the Board of Governors and all Board Committees: Governors, Building, Bylaws, Executive, Finance, Nominating, Personnel, and Ad Hoc Committees as appointed by the Board.
• Prepare reminders, reservations, updated reports and minutes as needed, for the Member Advisory Committee.
• Maintain record books of all meetings of the Board and its Committees.

The Operations Assistant is responsible for making arrangements for the use of space in this facility.  These duties include, but are not limited to:

• Update Google Calendar for scheduling of all spaces in the building, both common and dedicated spaces.
• Coordinate all aspects of scheduled uses of the RMP facility including maintenance needs, security needs and set-up/tear-down arrangements.
• Coordinate all aspects of private rentals of common spaces and/or use of RMP common space, including inquiries, bookings, arrangements, maintenance requests, and billings.
• Track neighborhood / community events and rentals and the use of RMP parking lot and coordinate the security and maintenance impact of that use.
• Process all RPD alcohol permit requests for RMP member’s events.

SECONDARY RESPONSIBILITIES

• Maintain  master key inventory database. Issue keys when approved request is made.
• Screen and sort all incoming mail and correspondence. Direct to appropriate person.
• Train new RMP staff on phone procedures.
• Troubleshoot phone issues and call for repair if determined necessary.
• Order and maintain office supplies.
• Maintain all files as necessary. Implement changes in office procedures as deemed necessary.
• The Operations Assistant is called upon to assist the Operations Director with special projects or perform other duties as assigned.

CRITICAL KNOWLEDGE, SKILLS & ABILITIES

• Strong organizational skills
• Common sense
• Detail-oriented
• Ability to set priorities and be self-directed
• Ability to analyze and resolve problems
• Excellent interpersonal skills
• Ability to multi-task
• Strong Work Ethic
• Comfortable with teaming
• Excellent verbal and written communication skills
• Excellent computer skills – Microsoft Word, Excel, QuickBooks
• Enjoy people
• Willing to learn, adapt and be flexible in fast paced environment
• Comfortable meeting deadlines
• Can handle stressful situations and emergencies