Museum Operations Manager - Fayetteville, AR

MUSEUM OPERATIONS MANAGER · Looking for an enthusiastic, part-time team member who is a self-starter with excellent organization, management, and computer skills to promote history, heritage, and community as the Headquarters House Museum Operations Manager. · The mission of the ...

Job description

MUSEUM OPERATIONS MANAGER

Looking for an enthusiastic, part-time team member who is a self-starter with excellent organization, management, and computer skills to promote history, heritage, and community as the Headquarters House Museum Operations Manager.

The mission of the Washington County Historical Society is to discover, preserve, and celebrate the history of Washington County, Arkansas, and to share that heritage with others. For additional information about the organization, please visit the WCHS website at

This position reports to the Washington County Historical Society (WCHS) Staffing Committee.

1. Duties/Responsibilities during Museum Hours:

The Museum Operation Manager duties include hours per week. Additional hours per week may be required during peak times of the year (i.e., fall budget process, fall membership drive, and year-end audit). Duties require the Museum to be open 9 hours per week on Tuesday, Wednesday and Thursday from 1:00 p.m. to 4:00 p.m. or at times established with the Staffing Committee. Currently, the Museum Operations Manager works from 12:30 p.m. to 4:30 p.m. The other option is from 10:30 a.m. to 2:30 p.m. with the Museum open from 11 a.m. to 2:00 p.m.

The duties include:

a. Open and Close Headquarters House Museum

· The doors open at agreed upon time.

· Prior to unlocking the front door, put out the flag(s), visually checking the inside and outside of the house for any issues that may require attention.

· Contact one of the following people depending on what the issue is: Property Management Committee Chair, Museum Management Committee Chair, or Garden & Grounds Committee Chair.

· Lock the front door and set the alarm at museum's closing.

b. General Office Duties

· Collect and distribute mail.

· Check phone messages and return calls.

· Check and answer emails.

· Forward phone messages and emails to appropriate board members as needed.

c. Walk-In Visitors

· Assist walk-in visitors and perform house and garden tours as needed.

· Assist customers with bookstore, donations, and WCHS membership sales.

· Assist committee chair persons as able.

d. Group Tours/School Tours

· Coordinate with Director of Historic Programs to plan and execute group tours, including, but not limited to: Recruitment of tour guides; Development of programs for group tours; Scheduling of tours; collection of tour fees; Prep / tidy inside and outside of house.

· Coordinate with Director of Historic Programs for school tour events, theme development, and recruitment of living history performers.

· Assist with historical research for tour event(s).

· Assist the school / tour representative, Director of Historic Programs, and performers with logistical coordination.

e. WCHS publications, including Flashforward and Flashback

· Send membership lists to vendor and notify vendor when publications are ready for distribution.

f. Museum Database

· Maintain the membership database and provide name / address information as needed for periodic mailings. This would include adding new members; entering renewals and changes; printing new member letters for membership chair person; printing renewals letters; e-mail blasts to membership.

· Maintain membership list in programs / apps such as Mailchimp.

· Update Website as requested by the Board.

g. Museum Operations

· Educate self about the history of the Headquarters House Museum & Washington County, Arkansas.

· Notify housekeeper as needed.

· Network with other non-profits / municipalities to promote the museum and explore opportunities to promote the museum to the public.

· Maintain master lists and login information such as for financial accounts, fund-raising, WCHS website, social media, etc.

· Perform similar job duties as assigned.

2. Duties/Responsibilities performed outside of Museum Hours:

Office duties require an average of 3-5 hours per week while the Museum is closed. The day these duties are performed can be proposed by the Museum Office Manager and submitted to the Staffing Committee for approval.

QuickBooks is used to perform many of these duties and experience or working knowledge of QuickBooks is preferred. These duties include:

a. Financials

· Record deposits in QuickBooks and make bank deposits.

· Print checks as needed for authorized signatory and, once signed, mail.

· Transfer monies paid / donated to WCHS as needed.

· Assist Treasurer with annual audit and monthly data input.

· Assist with annual budget preparation & committee budget monitoring as needed.

b. Payroll, Tax Filings, and Licenses

· Prepare payroll bi-weekly and/or coordinate with payroll preparer. Calculate employee timesheets for Museum Operations Manager and Housekeeper/Clerk/Intern. Submit timesheets for review and approval by the Staffing Committee. Enter time into QuickBooks. Print payroll checks.

· Assess property taxes by May 31st due date annually.

· Pay property taxes by October 15th annually.

· Renew annual Business License with the City of Fayetteville (usually October).

c. Records Maintenance

· Annual Report of Non-Profit Status - File online with the Secretary of State before August 1 of each year annually.

· Domain Names - Domain names are to be renewed annually.

· Permanent Record of Minutes of WCHS Board Meetings and WCHS Executive Board Meetings from WCHS Recording Secretary, Committee Meeting Minutes from Committee Chairs. Read minutes for information.

d. Office Maintenance

· Purchase office supplies and other supplies as needed.

· Update WCHS stationary and envelopes as needed with approval from designated Board Member.

· Maintain computers and printers; coordinate repairs in coordination with designated Board member.

e. Other

· Perform similar job duties as assigned.

3. General Job Requirements

a. Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

While performing the functions of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl. The employee must regularly lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vison, depth perception, and ability to adjust focus.

b. Other Requirements

· Valid U.S. Identification

· Valid Social Security Card and/or Work Visa

· Must have reliable transportation

c. The omission of specific duties does not exclude them from the position duties if the work is similar, related or logical to the position.

d. Washington County Historical Society is an equal opportunity employer and drug free work environment.

e. Educational Requirements: Minimum of High School Diploma or GED; Some College Education preferred.

Job Type: Part-time

Pay: $ $18.00 per hour

Application Question(s):

• This position is part-time, requiring 12–16 hours per week. Are you able and willing to commit to this schedule?

Work Location: In person