Regular Full-time Positions

Boats on Mystic River

Assistant for Administration & Finance

The Assistant for Administration & Finance for the Williams-Mystic Maritime Studies Program, jointly administered by Williams College (Williamstown MA) and Mystic Seaport (Mystic CT), is responsible for all office and general financial (billing, invoices, reimbursements, and accounts) management; student and summer housing; student registration; the production of semester and weekly schedules; reservations, transportation, meal planning, and other matters associated with field seminars; vehicle fleet management; student life; opening and closing semester ceremonies; planning and discharging Parents (Friends & Family) Day;  the Williams-Mystic Annual Council Meeting co-ordination and Annual Report production, and other such duties as assigned by the Director. In addition, there are some required weekend and evening activities, as well as participation in Field Seminars, Open House, and other special events.

Office Management

  • Manage a complex and busy office environment with high flow-through foot traffic, with students, staff, faculty, and visitors seeking information, advice, asking questions, constantly throughout the day
  • Meet with the Director at least once weekly to review calendar, schedules, updates, student issues, and anticipated needs and requests
  • Maintain office supply inventory, purchase supplies (communicate with staff and faculty on a regular basis to determine needs)
  • Oversee the inventory and sales of Williams-Mystic memorabilia

Budget Management

  • Work closely with the Director to maintain and oversee Program finances, and work closely with Finance on a daily to weekly basis
  • Short and long-term budget planning
  • Reconcile operating budget accounts, restricted accounts, and tuition reports
  • Daily management of bills and reimbursements
  • Process bi-weekly payroll for work-study students
  • Manage all scholarship funds and flow each semester, keeping careful track of balance between semesters, and preparing all journal entries
  • Manage student tuition plan payment program prior to and during each semester
  • Work with more than 50 different colleges on transfer of financial aid, federal funds, and other scholarships
  • Assist summer interns with payroll forms, housing stipends, and travel reimbursements.

Semester, Curricular, and Student Registration Management

  • Produce 17 weekly schedules per semester
  • Six months prior to each semester, produce the full semester calendar in consultation with the Director, and circulate among staff and faculty for revisions and additions
  • Produce and distribute semester class schedule in consultation with Director and other faculty
  • Register each student in each new semester with Williams College: 4-course registration for each student, work with faculty to file grade sheets on time, and collect and submit to the College course evaluations each semester
  • Coordinate and arrange Williams College Summer Science Program (SSP) annual fall visit
  • Handle all Museum requests for Marine Science Center reservations and coordinate such with semester class and laboratory schedules

Housing

  • Oversee the general maintenance of five Student Houses and student activity center
  • Administer Summer Housing Schedules
  • Administer summer housing rental schedule and payments, communications with house occupants,  and full cleaning schedule (before and after occupancy)

Student Life

  • Coordinate many aspects of Williams-Mystic student life
  • Arrange bi-annual meeting with Work Study Job Supervisors, prepare job descriptions, and co-ordinate all job assignments and duties; work with Human Resources relative to all student paper for employment
  • Maritime Skills: Arrange bi-annual meeting with Skills Supervisors, prepare skills descriptions, and co-ordinate all skills assignments and duties; communicate with instructors throughout semester on student attendance

Field Seminars

  • Manage field seminar preparations for 25-30 people, for three seminars conducted each semester
  • Be available during seminars 24/7 as feasible and possible for emergency contact and emergency short-notice assistance and re-planning while Program is on the-road.
  • Coordinate all travel arrangements, accommodations, meal planning, activity reservations

Annual Meeting and Report Coordination

  • Work with the faculty to produce the Annual Report each May or June
  • Plan and co-ordinate Annual Meeting, usually held in Williamstown

To Apply: Please submit a Mystic Seaport, resume, and cover letter to human.resources@mysticseaport.org or to Mystic Seaport PO Box 6000 Mystic, CT 06355 Attn: Human Resources. Deadline for application is 12/12/14. An EOE.

 

Director of Exhibits

This position is responsible for delivering an ongoing program of creative and innovative exhibits that attract diverse audiences, introduce new scholarship and content, and increase attendance. It is responsible for the administration of all activities relating to the quality and effectiveness of the Exhibits department in support of the Museum’s mission and strategic vision. Museum exhibits range from gallery exhibitions to external installations to the 19th-century village exhibit buildings. This position will support general Museum operations with effective and timely communication and open dialogue across departments for exhibit creation and special events such as previews and openings.

Essential Functions:

Communication and Teamwork

  • Shares the responsibility for improving the quality and effectiveness of exhibits and for ensuring that education and broad access is central to these exhibitions.
  • Coordinates the department’s activities and programs with other departments and conducts program evaluation as appropriate.
  • Directs exhibit design and production.
  • The department is charged with working closely with the curatorial staff to identify and create a robust changing exhibit schedule; maintain and update the long term exhibits; and fund raising.

Leadership

  • Provides creative leadership to the department staff encouraging cooperation and teamwork.
  • Participates actively in the management of the Museum with department directors and the Management Committee including the Strategic Plan and implementation.
  • Establishes and maintains professional relationships and memberships in professional associations to stay abreast of the latest trends in the Museum field.
  • Reviews and evaluates department staff.
  • Fosters an environment of open and direct communication and invites employee feedback to sustain excellent department performance.
  • Designs and implements “customized” training programs that address specific departmental and individual professional development needs.
  • Ensures that all department staff are reviewed annually, including performance feedback and work plan discussions.
  • Ensures the accuracy and currency of all human resources data and reviews the status (RFT/RPT, benefit eligibility, etc.) of all employees annually.
  • Shares institutional priorities and strategies with department in support of the mission statement and strategic plan.

Business Management

  • Prepares and manages annual department budget.
  • Directs and manages grant projects and related budgets as appropriate.
  • Conducts visitor surveys on a regular basis.
  • Manages travelling exhibitions, both lending and borrowing.
  • Exhibit schedule
    - Works with Marketing Department to establish annual sales goals and strategy.
    - Creates and delivers a dynamic, interdisciplinary series of exhibits.
  • Travelling exhibits
    - Develops and implements a plan to market and sell Mystic Seaport traveling exhibits.
    - Borrows travelling exhibits as appropriate to mission and vision, stays abreast of exhibition schedules and opportunities at other museums.
  • Events
    - Works with Advancement, Interpretation, and Membership Departments to plan and execute exhibit openings and related special events.
  • Fundraising
    - Works with Advancement Department to identify funding opportunities, write successful grant applications, and complete reports in a timely manner.
    - Works with Advancement Department to solicit support from individuals and private foundations.

Qualifications

  • BA/BS in American history, education, museum studies, or related field.
  • 5-10 years of experience in exhibit design and development is required.
  • Excellent communication and organizational skills are required.
  • Demonstrated success in a leadership position.
  • Demonstrated success in budgeting, staff management, and new program development.
  • Must be computer literate with strong Internet and word processing skills.
  • Willingness to work some weekends, holidays, and evenings.

Physical/Mental Requirements and Environmental Conditions

  • Works in a non-air-conditioned office environment with medium levels of noise and dust.
  • Offices located on the grounds of the Museum; must be able to access all exhibit and program areas.

To Apply: Please submit a Mystic Seaport application, resume, and cover letter to human.resources@mysticseaport.org or to Mystic Seaport PO Box 6000 Mystic, CT 06355 Attn: Human Resources.

Director of Visitor Services

Mystic Seaport is currently looking for a Director of Visitor Services. This position is responsible for the leadership, strategic direction, and administration of all activities relating to the quality and effectiveness of the Visitor Services department, including admissions, event coordination and membership sales through a culture of hospitality, excellent customer service, and sound business practices. This position will support general Museum operations with effective and timely communication and open dialog across departments for special events, on grounds programming and special projects.

Essential Functions:

Communication and Teamwork: Shares the responsibility for improving the quality and effectiveness of the visitor experience through the dissemination of clear, accurate, and consistent information and customer service across the Museum.

  • Coordinates the department’s activities and programs with other departments and conducts program evaluation as appropriate.
  • Serves as Operations Officer, managing Duty Officer roster and overseeing weekly Operations Committee meetings supported by department staff as assigned.

Leadership: Provides creative leadership to the department staff encouraging cooperation and teamwork.  Participates actively in the management of the Museum with Department Directors and the Management Committee including the Strategic Plan and implementation department-specific initiatives. Establishes and maintains appropriate professional relationships and memberships in professional associations to stay abreast of the latest trends in the Museum field. Reviews and evaluates department supervisory and line staff.

  • Foster an environment of open and direct communication and invite employee feedback to sustain excellent department performance
  • Design and implement “customized” training programs that address specific departmental and individual professional development needs.
  • Ensure that all department staff are reviewed annually, including performance feedback and work plan discussions
  • Ensure the accuracy and currency of all human resources data.  Review the status (RFT, RPT, benefit eligibility, etc) of all employees annually,
  • Share institutional priorities and strategies with department in support of mission statement and strategic plan.

Business Management: Conducts and compiles visitor satisfaction surveys on a regular basis.Prepares and administers annual Department budget with the Assistant Director. Directs and manages grant projects and related budgets as appropriate.

  • Admissions:

o   Work with the Marketing staff to establish annual sales goals and strategy

o   Create a dynamic, customer-service oriented selling environment

o   Work with IT to complete set up and problem solve the Blackbaud CRM system.

o   Train staff on usage of CRM system

o   Responsible for accuracy and timeliness of reporting on selling metrics

o   Offer feedback on sales tactics and strategies

o   Monitor customer feedback

  • Membership Sales:

o   Coordinate with membership department to identify and achieve sales goals

o   Develop and implement a plan to market and sell memberships at the gate

o   Responsible for training gate staff to sell and record memberships in our CRM system

o   Offer feedback and provide reporting metrics to membership and senior management

  • Events:

o   Work with Department Directors to evaluate and plan special events for the public and affinity groups.

o   Present proposed slate to senior management

o   Work with the Communications Department and our external marketing firm to implement a marketing & promotion plan

o   Coordinate with Facilities, Interpretation, and other departments to execute events.

Qualifications:

  • B.A./B.S. in American history, education, museum studies or related field
  • 5-10 years’ experience required.
  • Demonstrated success in budgeting, staff management and new program development.
  • Excellent communication and organizational skills required.
  • Demonstrated success in a leadership position.
  • Demonstrated competence in adult learning styles and staff development.
  • Must be computer literate, with strong Internet and word processing skills.
  • Willingness to work some weekends, holidays and evenings.

Physical/mental Requirements and Environmental Conditions:

Works in a non-air-conditioned office environment with medium levels of noise and dust. Offices located on the grounds of the museum; must be able to access all exhibit and program areas.

To Apply: Please submit a Mystic Seaport application, resume, and cover letter to human.resources@mysticseaport.org OR to Mystic Seaport PO Box 6000 Mystic, CT 06355 Attn: Human Resources. An EOE.