Assistant Head of Visitor Services (Administrative)

The Sam Noble Museum is looking for a self-motivated, outgoing, high-energy, forward-facing, organized individual to be the Assistant Head of Visitor Services. The Sam Noble Museum is a fast-paced, fun environment. The Assistant Head of Visitor Services will assist the Head of Visitor Services directly, by serving as a direct contact for special events and birthday parties, manager on duty when the Head of Visitor Services is absent and will be cross trained in each area of the department (e.g., Special Events and Facility Rentals, Gift Shop, and Front Desk).

The perfect candidate will be adaptable and flexible. They will have a positive demeanor and enjoy working with children and adults. This is a very hands-on position, and the ideal candidate would be eager and excited to greet our guests regardless of the department assignment. 

• Coordinate events including internal museum events, banquets, lectures, and weddings and will schedule, execute, and support all aspects of birthday parties at the museum. This person will be involved in all aspects of Special Events and Facility Rentals from the initial inquiries to first meetings, drafting agreements, event planning, execution, wrap up, and invoicing.
• Serve as Manager on duty in the absence of the Head of Visitor Services. This will include supervising and supporting full-time, part-time, and student staff members, as well as filing vacant shifts.
• Participate in the hiring, training, and on-boarding new hires.
• Assist in coordinating department schedules.
• Assist in the budget process to help assist with annual budget goals and price increases when necessary.
• Maintains office files that may be of a confidential nature.
• Schedules various appointments for office personnel and ensures administrative details are completed.
• Receives incoming calls for the office personnel and refers to appropriate person.
• Records messages or responds to caller with routine information.
• Serves as contact person for the other employees or the outside public.
• Provides information regarding location or availability of materials, resources, and services.
• Monitors and orders supplies for the office and completes requisitions.
• Responsible for preparing correspondence.  Reviews and responds to routine correspondence for the office personnel.
• May run errands for the department.
• Plans and organizes meetings and Programs.  
• Performs related duties as assigned to successfully fulfill the function of the position.  

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Located on the University of Oklahoma Norman campus, the Sam Noble Oklahoma Museum of Natural History is part of exceptional academic and research communities. Furthermore, with affordable living costs and a diverse range of recreational activities, the city of Norman offers the appeal of a vibrant community with a small-town feel, paired with the cultural and educational opportunities presented by the University of Oklahoma. There are many perks for employment at The University of Oklahoma, including but not limited to:

• 27 days of annual paid time off, increased with years of service
• 14 paid holiday days off
• Healthcare plan options to meet healthcare and financial needs
• Retirement plan options
• Two weeks of paid parental leave
• Employee wellness program featuring activities to earn up to $300/year
• Discounted athletic and cultural event tickets
• Tuition Waiver Program; Discounted tuition and fees for yourself and other dependents
• On-campus fitness and recreation centers, museums, gardens, and restaurants

For more information regarding employee benefits, please visit: https://jobs.ou.edu/Discover-OU/Benefits-of-Working-at-OU

Required Education: High School diploma or GED, AND: 

• 24 months office, clerical, or administrative experience.

Skills:

• Extraordinary customer service.
• Basic math skills.
• Computer proficient (MS Suite).
• Experience with point of sales systems.
• Knowledge & Proficiency with Audio & Video Equipment.
• Able to communicate well and build rapport quickly with students, faculty, and staff.
• Excellent oral, written, and interpersonal communication skills.
• Highly organized and able to handle multiple projects and deadlines in a fast-paced environment. 
• Attention to detail and exceptional time management skills.
• Able to work well with interdepartmental teams and initiatives.
• Flexibility and ability to adapt to changing situations; must be able to exercise discretion and independent judgment.
• Ability to learn/use new software and systems.
• Familiarity with digital resources.
• Desire to continue professional development.

Certifications:

• None

Advertised Physical Requirements:

• Ability to speak including expressing oneself or exchanging information with others. 
• Ability to hear including receiving detailed information orally or making fine discriminations in sound. 
• Ability to see including color, depth, perception, or clarity.  
• Ability to stand for 8 hours a day.  
• Ability to use a computer keyboard and touch screen from a standing position.  
• Ability to reach including extending the arm or hand and engaging in repetitive motion.  
• Ability to be mobile, agile, bend, stoop, squat, climb, lift (up to 44 pounds), and carry.  
• The noise level in the work environment varies from quiet to loud; situations like working with school-age children are common.

Departmental Preferences:

• Experience with data entry and office administration. 
• Experience with special events and facility rentals.
• Experience with information systems such as point-of-sales systems Altru and Clover.  
• Experience with front desk operations in a fast-paced environment.  
• Experience with museums, cultural organizations, or other non-profits.
• Associate or bachelor's degree

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.