Campus

OSU-Stillwater

Contact Name & Email

Lacy Brown, lacy.brown@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends. Will be required to work events that are normally after hours between 5:00-8:00pm.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$18.75 - $24.76

Hourly

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by 2026-03-20 to ensure full consideration.

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

The Administrative Associate plays a vital role in supporting the Associate Provost for the Arts and Director of the OSU Museum of Art. This position is central to ensuring smooth operations across a dynamic, high‑profile arts organization and requires discretion and confidentiality. You’ll help coordinate communication, manage key administrative processes, support museum initiatives, and contribute to events and projects that shape the cultural life of the university.

This is an excellent opportunity for someone who thrives in a creative environment, enjoys variety in their work, and values being part of a mission‑driven team. The role offers meaningful responsibility, flexibility, and the chance to work closely with leadership, donors, and campus partners.

Why You’ll Love Working Here

• You’ll be part of a creative, mission‑driven environment that celebrates art, culture, and community.
• Your work will directly support exhibitions, programs, and events that enrich the OSU campus and the broader region.
• You’ll collaborate with passionate colleagues, donors, and university partners who care deeply about the arts.
• Every day brings variety — from supporting leadership to helping shape events and donor experiences.
• You’ll enjoy a supportive workplace that values professionalism, growth, and a positive team culture.

Essential Functions

Administrative Support – 50%

• Provide high‑level administrative and clerical support to the Associate Provost for the Arts/OSU Museum of Art Director and senior museum staff, including calendar management, meeting coordination, and confidential correspondence.
• Prepare reports, draft communications, and distribute information on behalf of leadership.
• Serve as a professional, courteous representative of the museum and Associate Provost for the Arts in interactions with university leadership, donors, board members, and visitors.
• Support committees and initiatives such as the OSU Public Art Committee, Art Advocates, Museum Advisory Board, Arts and Culture Committee, and Arts Week.
• Coordinate tasks related to American Alliance of Museums accreditation, including tracking deadlines and preparing documentation.
• Arrange travel, itineraries, reimbursements, and AIRS entries in compliance with OSU and state guidelines.
• Manage purchasing for museum operations, exhibitions, educational programs, and campus arts initiatives.
• Serve as Approver for monthly purchasing‑card processes across OSUMA and related entities.
• Assist with hiring processes for student workers, temporary staff, and contractors.
• Support the Coordinator of Fiscal Operations with payment processing and financial reporting.
• Ensure reception and phone coverage in collaboration with the Education Coordinator; provide backup coverage as needed.
• Participate in scheduled Saturday on‑call rotation.
• Maintain security systems, distribute access cards, and oversee office equipment and fixed assets.
• Coordinate custodial needs and facility upkeep in collaboration with the Preparator.
• Manage museum email accounts and serve as the primary point of contact for external inquiries.
• Perform additional duties as assigned to support campus arts and museum operations.

Donor Cultivation & Fundraising – 30%

• Assist with grant writing and submission for museum and campus arts initiatives; track deadlines and collaborate across departments to complete applications.
• Serve as the primary coordinator for the Art Advocates group, including meetings, membership, special events, and annual fundraising activities.
• Prepare donor acknowledgments, maintain donor records, and support stewardship efforts.
• Collaborate with OSU Foundation partners on annual giving and special campaigns.
• Lead planning and execution of fundraising events such as Masterpiece Moments, including venue coordination, catering, décor, entertainment, marketing materials, guest communication, and day‑of event management.
• Assist with donor correspondence and thank‑you communications.
• Compile fundraising and donor reports.
• Support additional donor cultivation and fundraising initiatives as assigned.

Event & Marketing Coordination – 20%

• Plan and oversee museum events and receptions, including logistics, budgeting, RSVPs, setup/teardown, technology, scripts, run‑of‑show, and guest experience.
• Collaborate with the Communications and Marketing Coordinator to maintain the OSUMA website and support timely, accurate communications.
• Coordinate committees and initiatives that promote the museum and campus arts, including search committees, city committees, Stillwater Chamber of Commerce, and Arts Week programming.

Required Qualifications

• High School/GED (degree must be conferred on or before agreed upon start date)
• 7 years of experience. Post-secondary education may substitute for years of required experience. 

Skills, Proficiencies, and/or Knowledge

• Excellent communication and organization skills
• Positive attitude, customer service orientation, and interest in learning about museum administration
• Proficient knowledge of Microsoft office software
• Excellent work ethic
• Ability to handle discrete and confidential information
• Some flexibility in schedule / hours to support events as needed

Preferred Qualifications

• Bachelor's

Skills, Proficiencies, and/or Knowledge

• Experience in fundraising software, OK Corral, and AIRS