Bookstore & Receptionist Coordinator

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Job Descriptions

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General Information
Position Title:	Bookstore & Receptionist Coordinator
Control Number:	000711
Reports To:	000927
Position Title	Department Name
Curator of Education	Center for the Arts
Department Name:	Center for the Arts
Location:	Center for the Arts
Date Prepared:	May, 2007
Exempt:	No

Primary Purpose

Responsible for management of the front desk receptionist staff and museum bookstore.
Provides general staff support.

Responsibilities

Works cooperatively with others and accepts direction from supervisors.

Bookstore Coordinator

· Displays product and manages inventory.

· Uses bookkeeping and sales analysis skills including telephone, mail, and web orders, cash flow, sales records, bank accounts, sales taxes, and accounting reports to insure smooth operational flow.

· Prepares annual sales reports for museum director and staff.

Receptionist Coordinator

· Manages Student and Community Receptionists which includes interviewing, hiring, training, supervising, scheduling, evaluating, terminating (when necessary) and teaching receptionists to provide quality customer service to the public.

· Develops and continuously evaluates and updates receptionist training manuals.

· Supervises receptionist staff payroll through Banner Web.

· Works a regular shift at the front desk while greeting visitors and enforcing museum guidelines with a friendly, positive attitude.

· Responsible for general look of galleries and entryway including floral displays, brochures, comment books etc.

· Collects, collates and distributes visitation and annual survey information that is then reported to museum staff and the Vermont department of Tourism.

· Coordinates self-guided tours for public groups.

· Assists with Friends of the Art Museum communications.

· Answers phones and directs calls to appropriate staff members.

· Maintains museum archives.

· Deposits cash from donation box to museum accounts.

· Provides personal assistance and staffing for gallery receptions and/or museum related events.

Support Staff

· Manages the distribution of marketing materials for museum exhibits and special events.

· Receives and distributes museum mail.

· Assists with leading school group tours, by giving program introduction to school groups and occasionally schedules school groups in Curator of Education’s absence.

· Provides support for Operations Manager and Events and Programs Coordinator when needed.

Education & Training

High School diploma or equivalent required.

Experience

1-2 years reception or retail experience preferred.

Knowledge

Computer abilities a must, including Microsoft Word. Microsoft Excel helpful. Bookkeeping knowledge helpful. Some familiarity with art history preferred.

Other

Excellent organizational skills required. Good interpersonal skills. Flexibility. Administrative Assistant capabilities and experience with hiring personnel helpful.