IMLS Administrative Assistant

Posted on 12/03/2020

IMLS Administrative Assistant
Gilcrease Museum/The University of Tulsa

Position Summary
The Administrative Assistant will play a key role in supporting project efforts through coordination and communication with the many staff and stakeholders involved. Working closely with the Project, Education and Digitization teams, the Administrative Assistant will organize tasks and track progress on tasks with staff and vendors, support planning and implementation of a Teacher Institute, support the development of digital learning resources and community cataloguing efforts. This position reports primarily to the Director of Learning and Community Engagement and to the Project Director as needed. This is a part-time, position of 20 hours per week for a period of two years and is contingent upon grant funds being received.

Gilcrease Museum was recently awarded funding from the Institute of Museum and Library Services (IMLS) for the two-year project, “From Trauma to Resilience: Learning from the Eddie Faye Gates Collection.”  The collection is a gift of Tulsan Eddie Faye Gates and reflects the life, legacy and work of a leading African American teacher, author and community activist who labored to recover the forgotten voices of survivors of the 1921 Tulsa Race Massacre. The archive contains eyewitness accounts, photographs, recorded survivor stories and other narratives of the 1921 Tulsa Race Massacre. This award will fund research, cataloging, digitization, programming and educational efforts surrounding the Eddie Faye Gates collection in order to make digitally accessible first-hand accounts and lessons from the 1921 Tulsa Race Massacre. It also enables community partners to play an integral role in tagging and cataloging activities and supports an inaugural Teacher Institute inspired by the collection. This position is critical to realizing this powerful project that converges with the centennial of the 1921 Tulsa Race Massacre.

Characteristic Duties

  • Communicates and coordinates with Gilcrease staff, contractors, consultants, educators and other project stakeholders
  • Supports Project, Education and Digitization teams
  • Schedules meetings and work sessions
  • Coordinates efforts surrounding programmatic components of the grant, including a Teacher Institute and public talks
  • Organizes tasks to align with project work plan and deadlines
  • Take detailed notes at meetings and work sessions and share these along with summaries with project stakeholders
  • Contributes to ongoing and summative project assessment and evaluation efforts
  • Regularly track and document project activities
  • Carry out clerical tasks
  • Draft and send correspondence as needed
  • Performs additional duties as assigned.

Minimum Qualifications
Bachelor’s degree in History, African American Studies, Education or related field. Candidates with demonstrated equivalent experience will be considered. Must be highly organized and attentive to detail; possess excellent written and oral communication skills; be able to multi-task and adhere to deadlines; demonstrate sensitivity to and experience working with diverse communities; take direction well yet be a self-starter. Proficiency with Microsoft Office software including Excel and Word, and video conferencing software is required; willingness to learn new software applications as needed.

Preferred Qualifications
Previous experience coordinating people and tasks, planning multi-faceted events, deploying surveys and polls and contributing to evaluation efforts.  Background working in a museum, library or other non-profit. Familiarity with school district operations and educator professional development.

Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 50 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks.

Application Information
The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status.

Please submit a cover letter, résumé, and contact information for three references to:  The University of Tulsa, Office of Human Resources, 800 S. Tucker Drive, Tulsa, OK  74104 or submit online at:  The review of applications will commence immediately and will continue until the position is filled.

The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.