Office Manager

Company Name: 

San Jose Museum of Quilts & Textiles

Address: 

520 South First Street
San Jose, CA 95113

Contact Name: 

Camille Ann Brewer

Phone: 

408-971-0323, ext. 16

Email: 

camille@sjquiltmuseum.org

Job Description: 

San Jose Museum of Quilts & Textiles is in search of an Office Manager with excellent organization skills and a personable disposition to join our team. This part-time role will combine day-to-day staff and site management duties with support for the Museum Director.

San Jose Museum of Quilts & Textiles (SJMQT) is a forward-looking and innovative museum located in downtown San Jose, at the heart of Silicon Valley. The mission of SJMQT is to share and celebrate the art and culture of textiles. The museum presents dynamic exhibitions and interactive public programs, which explore the role of textiles in contemporary global culture, and evolution of the textile arts in the Bay Area and greater California.  The museum is committed to Diversity, Equity, Access, and Inclusion in all its work.  As a cultural institution, the SJMQT strives to create a workplace that is respectful, thoughtful, and welcoming for all staff, visitors, and stakeholders.

As a trusted contributor, the Office Manager will be a strong and reliable contributor to museum operations, maintaining and creating procedures, communication, and safety.  The candidate will develop organizational efficiency and contribute to a positive work environment. This position of trust requires judgment and discretion in prioritizing and communicating information and making effective decisions.

Objectives of this Role

  • Ensure peak organizational operations and provide preventative measures by identifying issues
  • Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
  • Oversee office interactions, responding to requests and questions
  • Coordinate internal and external resources, and cultivate relationships with vendors 

Responsibilities

  • Oversee the day-to-day activities of the office as the main point of office contact, keeping the Director informed of performance with routine and requested reporting
  • Maintain office efficiency by handling correspondence, managing filing systems, and overseeing supplies and equipment
  • Provide direct administrative support as needed, including scheduling appointments, meetings, and events, mailing and shipping packages
  • Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain, and manage vendors, and coordinate deliveries
  • Assist with the day-to-day management, supervision, development and deployment of relevant staff and volunteers as appropriate. This may include organizing staff schedules, checking timesheets, and recording staff absences as well as organizing training for all staff, as required, in liaison with the Director.
  • Coordinating timing and location of regular and ad hoc meetings, including assisting with agenda development, notetaking, and tracking of progress on post-meeting action items 
  • Serving as a liaison with other internal departments as appropriate (ex. Accounting, HR, Marketing) to facilitate the day-to-day activities of the Museum
  • Assist with accounting functions including, but not limited to, coordinating purchasing, inventory control, payment requests, and reimbursements
  • Assist with the recruitment and selection of staff, employee onboarding and coordination of systems access
  • Manage the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
  • Uphold general premises safety, including building security and the prompt reporting of any defects. 

Skills and Qualifications

  • At least 2 years of experience in a similar job, including project management, reporting, and writing
  • Strong time-management and people skills, flexibility, and multitasking ability
  • Working knowledge of appropriate software, especially Microsoft Word, Excel, and Outlook, Teams, Asana as well as Adobe Acrobat with aptitude to learn new software and systems
  • Experience with accounting systems (i.e., QuickBooks and Square) is preferred but not required. 
  • Excellent command of / highly proficient in spoken and written English and preferably another language
  • Affinity for organization, including the ability to enhance processes, systems, and workflow to ensure adherence to procedures and follow-up
  • Demonstrated commitment to diversity and ability to effectively work with a wide range of people
  • Highly proactive; motivated team player, with a positive personality and excellent follow-through

Preferred Qualifications

  • Bachelor’s degree or equivalent experience
  • Previous success in office management
  • Engaging personality and optimistic outlook
  • Experience developing internal systems
  • Ability to handle confidential information appropriately

 

 

San Jose Museum of Quilts & Textiles is an equal opportunity employer.

Send resume, letter of interest and 2 recommendations to Careers@SJQuiltMuseum.org. Applications will be accepted until position is filled.