Gallery Assistant | Ateneo Art Gallery  

Summary of Work Activities and Responsibilities:

Under the supervision of the Museum Director, the Gallery Assistant monitors the Gallery schedule, processes day-to-day cash flow and supplies inventory, and oversees technical and logistical support for Gallery events and programs.

Main Duties and Responsibilities

I. Inventory & Bookkeeping

• Serves as custodian of petty cash and all cash advances of the gallery.
• Coordinates with the Central Accounting Office (CAO) on disbursements, reimbursements, and other expenditures that need to be made by the Gallery.
• Conducts regular inventory of exhibition tools/systems and media-based equipment
• Ensures that the supplies (office, installation and packing materials) are well stocked.

• Facilitates the processing of job order and requests for quotations for services and purchases
• Oversees payments to suppliers and for contracted services and consultants
• Manages the compilation of official receipts and the liquidation of cash advances

II. Administrative Duties

• Oversees appropriate deployment of maintenance and security personnel on a daily basis and for special events
• Oversees the Gallery’s courier services needs
• Ensures that equipment and gallery furnishings/furniture are monitored and properly maintained

III. Logistical Duties

• Maintains the orderliness of the Gallery’s office
• Ensures that requests/job orders from other offices are completed (e.g. construction and fabrication, cleaning, transportation, etc.)
• Assists Exhibition Coordinators and Museum Registrar in the logistical preparations for exhibitions, including the Ateneo Art Awards events (e.g. coordination with caterers, suppliers, etc.)
• Assists the Assistant Curator in overseeing the maintenance of museum facilities such as regular pest control and AC maintenance and other related tasks
• Provides logistical support in preparation for public and educational programs such as lectures and workshops

IV. Documentation

• Monitors daily time records and attendance of museum staff and security and maintenance personnel

• Organizes the files and archives of the Gallery and ensuring that these are properly stored in hard copy and in the hard drive
• Ensures that there is a guestbook for each exhibition and guest registration for events

V. Performs other work-related duties as may be assigned by the Director and Chief Curator

Education and Experience Requirements:

• College graduate
• Basic skills in word and excel
• Knowledge of basic accounting procedures

Knowledge, Skills, and Abilities:

• Must have good people skills; Ability to work with different personality types
• Experience in records keeping and filing practices
• Excellent organization skills and attention to detail
• Experience in bookkeeping keeping, an advantage
• Ability to work on multiple assignments at the same time