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Administrative Assistant

The Administrative Assistant is to assist in administrative and receptionist work in the office. This is a full-time (40 hours) position that requires flexibility in scheduling, as well as the ability to work comfortably in a fast-paced environment. Projects and tasks should be accomplished on time so as to coordinate with the flow of other office activities. Attention to accuracy is a priority. Light to moderate lifting is required (moving tables, chairs, mailing book shipments, retrieving office supply orders, etc.).

Perks:
  • 401K
  • Full-Time
  • In-Person

Supervisor

The Society’s Executive Assistant will oversee and assign all regular duties. When needed and as allowed by the administrative assistant’s prioritized tasks, ETHS staff members may request assistance with time sensitive jobs.

Specific Responsibilities

  • Answer the Society’s main telephone line
    o As the initial phone receptionist, the administrative assistant represents ETHS to the public. Such relations should be handled with a cordial and helpful attitude and in a professional, efficient, knowledgeable manner.
    o Be proactive in being knowledgeable about ETHS events and procedures
  • Billing and disbursements
    o Process, print, request signatures, and mail accounts payable checks for all ETHS accounts
  • Financial filing
  • Track, maintain, and stock sufficient inventory of all office supplies, placing supply orders as needed
  • Retrieve mail daily from post office and process outgoing mail
    o Coordinate with front desk to retrieve mail/packages
  • Assist with bulk mailings
  • First Families of Tennessee & Civil War Families of Tennessee
    o Request signature of President/CEO for all letters and certificates, affix ribbons and seals, and process for mailing
  • Maintain and manage subscriptions and exchanges
    o Send renewal notices, update, and process renewals and claims, resolving any discrepancies
  • Manage and process ETHS book sales
    o Prepare invoices, package/mail books and merchandise
  • Assist with the preparation of packets for ETHS board and committee meetings
  • Maintain common areas in a clean and professional manner, putting away and organizing supplies, brochures, etc.

Measurements:

  • Accuracy
  • Meeting deadlines
  • Knowledgeable in assisting customers/members
  • Reliability
  • Flexibility demonstrated in scheduling and handling non-routine assignments

Apply for this position

Max. file size: 100 MB.
Max. file size: 100 MB.

Museum Store and Visitor Services Associate

This position is responsible for day-to-day public interface with visitors to the East Tennessee History Center. The associate will orient visitors to the Center, handle museum shop sales, perform general receptionist duties, run the front desk, and promote membership, services, and programs of ETHS to the visiting public.

Perks:
  • Evenings and Night Off
  • In-Person
  • Part-time

Specific Duties

This position is responsible for day-to-day public interface with visitors to the East Tennessee History Center. The associate will orient visitors to the Center, handle museum shop sales, perform general receptionist duties, run the front desk, and promote membership, services, and programs of ETHS to the visiting public. Supervisor: Museum Store and Visitor Services Manager.

Specific Duties

  • Handle museum store sales and be responsible for accurate cash management/ drawer reconciliation at the end of the day
  • Greet and orient visitors to let the East Tennessee History enter, including those attending for tours, exhibits, library, archives, programs, and historic site information
  • Follow established policies for shop and museum opening and closing
  • Seek out information and be knowledgeable and up-to-date about upcoming programs and activities at ETHC
  • Be knowledgeable about merchandise in the shop and be able to suggest and promote products to visitors
  • Sell ETHS membership and actively encourage visitors to join
  • Handle museum shop sales, count visitors, answer enquires
  • Answer general questions about Knoxville and East Tennessee, give directions, assist visitors, as far as practical
  • Alert staff and/or security personnel of potential problems
  • Refer visitors to appropriate staff regarding donations of money, artifacts, archival material, or other items or concerns
  • Answer the telephone, take messages for staff, and distribute messages appropriately and in a timely manner
  • Assist Museum Store and Visitor Services Manager with inventory control and processing, merchandising, sales drawer balancing, deposits, etc.
  • Perform general clerical duties for ETHS staff (envelop stuffing, labeling, data input, etc.) when necessary
  • Restock brochure rack as needed
  • Museum shop maintenance (dusting, stocking, etc)
  • Maintain regular work hours as scheduled (8:30a.m.-4:30p.m., Monday through Friday; 9:45 a.m.-4:30p.m., Saturdays; 12:45 to 5:15p.m., Sundays). Occasional time outside of these hours will be scheduled for special events.
  • Other duties as may be assigned

Apply for this position

Max. file size: 100 MB.
Max. file size: 100 MB.