Job description

There's no cultural organization in the world quite like Carnegie Museums of Pittsburgh. With a legacy of discovery and outreach dating back to 1895, today we are a family of four diverse, dynamic museums; Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We're committed to being inclusive, both onsite and online, and to exploring with our audiences the big ideas and issues of our time. Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The Special Events Assistant Operations Manager is responsible for assisting in the coordinating details of event and event operations with the special events office including the coordination of the setup, takedown of internal & external special events. They will work closely with other front-line staff, including Security, Custodial, Audio Visual, Education and any other CMP department, as well as exclusive vendors and external vendors, to ensure a welcoming environment and a meaningful and positive event experience. This position also acts as concierge for event spaces and assists other CMP staff, as well as Special events Assistants(ushers), as related to events. They will also act as supervisor on duty during events in the absence of Special Events leadership team. This role provides an exceptional level of customer service to clients and staff and a willingness to go above and beyond to exceed a client’s expectations.

This Full-Time position is eligible for the Carnegie Museums of Pittsburgh’s many Benefits.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required, previous hospitality experience preferred.
• Experience working in a fast-paced, client facing work environment preferred.

KNOWLEDGE, SKILLS, ABILITIES:

• Must have excellent customer service and communication skills, both written and oral.
• Must have outstanding customer service attitude, flexibility, and problem-solving abilities.
• Must have strong organizational and interpersonal skills.
• Ability to work with a broad diversity of clients, staff and vendors.
• Familiar with personal computer software, including Microsoft Suite and databases.
• Knowledge of Event & Diagram Software, a plus.
• Previous event management & scheduling is preferred.

PHYSICAL REQUIREMENTS:

• Ability to transport special event materials (weighing up to 30 pounds) that would otherwise require lifting and carrying.
• Must be able to perform job duties that would otherwise require stooping, bending, sitting, walking, and standing for long periods of time.
• Must be able to work varied schedules including holidays, weekends, and evenings. The schedule for this position is event driven and is based around when events happen Flexible availability is a must.
• Ability to work in various locations and conditions.

PRINCIPAL ACCOUNTABILITIES:

• Assist the Operations Manager in working with internal colleagues, external vendors and clients on execution plan for the event.
• Responsible for assisting in communicating the events needs in the coordination meeting to discuss events.
• Supports in managing the events to ensure smooth operations and organize the activities of support staff for each event, to provide efficient operations and timely fulfillment of client requirements.
• Be present to supervise scheduled events to ensure the smooth operation and professionalism of support staff at each event, as needed.
• Promotes other Carnegie Museums of Pittsburgh products and services to achieve maximum exposure of programs and services and to increase revenue for Carnegie Museums of Pittsburgh.
• Displays courtesy and sensitivity in dealing with the public
• Projects the professional image and attitude of Carnegie Museums of Pittsburgh
• Complete other projects, as requested.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.

• GUIDANCE ON ESSENTIAL FUNCTIONS: The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities. An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job. When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below. Please note that the following guidelines are non-exhaustive. If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function? The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function? If so, the function is more likely to be essential. D. How much time is spent performing the function and how often? Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job? If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential. G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it? If so, it is more likely to be essential.

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