Museum Administrative Support Specialist

FT / PT Status – Full-Time

Benefits Eligibility – This position is eligible for a full benefits package.

Salary – $24.00 - $29.00 Hourly Wage

Remote Work / In-Office – In-Office / On-Site

Recruiter – Coral Ortega | caortega@utah.gov

Application Deadline – 10/30/2026*

Required Documents – Resume and Cover Letter

*This job posting may close at any time after the minimum advertising period of three (3) business days has passed, should a sufficient applicant pool be received. Applicants are encouraged to apply as early as possible.

Passionate about Utah’s story and want to help us bring history to life? The Utah Historical Society (UHS) is seeking a full-time Museum Administrative Support Specialist to help coordinate daily operations and provide comprehensive administrative support for the Museum of Utah and broader UHS. This position delivers a broad spectrum of administrative duties, ranging from financial and clerical processing to specialized program and event coordination.

We are a collaborative, mission-driven team dedicated to fostering curiosity about Utah’s past and connecting it to our present. We work closely together across teams to bring Utah’s history to life, and we prioritize a positive, welcoming environment where creativity, open communication, and every team member’s contributions matter.

Key Responsibilities

Administrative Support: (40%)

• Keeps museum workspaces fully supplied, distributes daily mail and packages, and ensures common office areas remain organized and functional.
• Provides dedicated administrative support to primarily Museum of Utah employees.
• Coordinates with the Operations Manager, UHS Administrative Support Team, and Department Finance Team to streamline daily UHS operations, align workflows, and maintain policy compliance.
• Processes and reviews agency documents for accuracy, completeness, and adherence to state policy.
• Provides knowledgeable guidance, training, and problem-solving support to staff, leadership, and museum guests, ensuring everyone gets the information and support they need.
• Drafts, edits, and formats routine correspondence, documents, and reports.
• Communicates and coordinates directly with state agencies, community partners, and outside vendors to manage service requests, set up store vendors, coordinate office supplies, and support smooth UHS and museum operations.
• Collaborates closely with administrative staff from both the museum and UHS to coordinate shared tasks, standard procedures, and division-wide support.
• Maintains basic troubleshooting guides for A/V systems in Museum Suite conference rooms and classrooms.
• Coordinates Archives and Records Management with museum staff.
• Processes sponsorship applications and payments, serving as a point of contact for awardees and coordinating logistics with UHS staff and leadership.
• Serves as secondary support for the UHS membership program by entering CRM donation data, sending donor acknowledgements, and assigning follow-up tasks to the Development and Membership team.
• Performs other related administrative duties as assigned.

Purchasing/Finance/Travel: (50%)

• Coordinates and processes travel authorizations, bookings, and expense reports in compliance with State of Utah travel policies for museum staff.
• Processes, fulfills, and tracks purchase requests and employee reimbursements in accordance with State of Utah purchasing policies.
• Maintains a State of Utah Purchase Card (P-Card), completes monthly account reconciliation, and ensures proper documentation for all purchases.
• Receives, logs, and distributes ordered supplies and items to museum staff in a timely manner.
• Processes cash and check deposits from the Museum Store to the State Treasurer’s office.
• Maintains organized electronic fiscal files, travel records, and payment documentation to ensure full compliance and audit readiness.
• Provides training to museum staff to ensure state financial, travel, and purchasing policies are followed correctly.

Meetings and Events: (10%)

• Schedules internal meetings, prepares agendas and meeting materials, records minutes, and maintains Google calendars for office and public meeting spaces.
• Assists with events and group gatherings–managing venue scheduling, guest registration, catering, transportation, AV setup, and presentation logistics.
• Helps staff prepare event collateral and promotional materials, and assists with outreach or sponsorship requests for specific events.
• Provide administrative support to the Museum of Utah subcommittee.

Qualifications

Minimum Qualifications:

• Requires experience in professional administrative support, office management, and event planning, along with a strong commitment to team-based collaboration.
• Strong understanding of standard office practices, administrative procedures, and record management.
• Intermediate to advanced skills in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and Adobe Acrobat.
• Ability to work independently, exercise initiative, and effectively prioritize tasks to meet deadlines.
• Excellent written and verbal communication skills.
• Strong organizational skills with high attention to detail in tracking, gathering, and organizing file systems and data.
• Outstanding interpersonal skills with a proven ability to collaborate in a team environment and interact with staff, leadership, and the public with tact, sensitivity, and professionalism.
• Great team mindset with a strong commitment to contributing to a positive, inclusive, and communicative office environment.

Supplemental Information:

Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.

Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying items; driving an automobile, etc. Special physical demands are not required to perform the work.

Application Instructions:

Cover Letter Required: Please submit a tailored cover letter along with your resume detailing your interest in the Museum Administrative Support Specialist position and how your administrative experience aligns with the key responsibilities of this role. Applications without a cover letter may not be considered.

About the Role

Location – 450 N State St, Salt Lake City, Utah, 84114, United States

Background Check Required – No

Drug Test Required – No

Schedule Code – B - Competitive Career Service

Why You Should Join Our Team

In Utah, we believe hard work is important, but balance is essential. Finding work/life balance is a vital element to our culture. To find out more about WHY Utah, click here. Other benefits may include:

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

The Agency

The Utah Department of Cultural & Community Engagement isn't just another state agency. The programs we manage and the services we provide are the heart and soul of Utah. By working with local arts agencies, historical societies, volunteer organizations, libraries, museums, and other state and federal agencies, as well as the state's many indigenous and minority groups, the professionals in our department improve the lives of individuals and communities throughout Utah.

The department provides a fast paced, collaborative, and energetic work environment that supports employees in balancing work and home life. We actively encourage flexible work schedules and telecommuting options where it makes sense. For more information about the Department of Cultural& Community Engagement, click here.

Founded in 1897, the Utah Historical Society works to foster curiosity about the past, inform the present, and strengthen our shared future. The agency continues to share the state’s history through six major initiatives including National History Day, the women’s history initiative, publications, Peoples of Utah Revisited, Library & Collections, and the Museum of Utah. Learn more about our work at history.utah.gov and explore our 2023‐2027 Strategic Plan.

EEO Statement

The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact (801) 957-9390.