UMFA Events Assistant

collection of more than 22,000 objects representing 5,000 years of human creativity across the globe. Through its exhibitions, programs, and collections, the UMFA advances understanding of the visual arts and their role in shaping and reflecting the human experience. As part of University of Utah, we offer an excellent comprehensive benefits package including: tuition reduction, health care, retirement (14.2% employer paid), paid holidays, vacation and sick leave. The Events Assistant must enjoy working in a fast-paced environment, be proactive, detail oriented, dependable and able to work under pressure and with little supervision. This role assists the Events Manager with all aspects of sales, contracting, planning, execution, and billing of UMFA internal and external events, which range from exhibition openings, membership events, meetings, and guest lectures to weddings and corporate events. Additional duties may include supporting the Accounting Manager with daily duties of tracking and reconciling all monies coming and going out of the Museum, along with other part-time clerks. Responsibilities • Oversees and executes various office tasks to ensure they are completed in an organized and timely manner, including:o Helps maintain general UMFA calendar by reviewing event requests, entering events on the calendar and cross-checking internal and external events calendars.o Create and track invoices, ensuring all event related payments are properly billed and received as well as all vendor payments are processed.o Answer event rental inquiries and questions related to past, future, and current events and payments (email and phone).o Initiate and track alcohol addendum forms and client contracts to obtain signatures and ensure approvalso Assist with closing cash registers daily and reconcile deposits from the front of house; verify daily transactions, create final reports, and solve any variances.o Assist with updating and reconciling in-house ledger using excel and monthly reports.o Assist with processing source documents; review for accuracy and completeness. Ensure compliance with State of Utah, University of Utah, and UMFA policies, procedures, and regulations.o Maintain filing system for accuracy, accessibility, and annual audits.o Place and track department office supply orders• Lead and supervise staff during events when the Events Manager is unavailable, or as required as part of the team.o Help maintain event execution and staffing planso Organize and facilitate proper set-up and take down of eventso Manage basic A/V functions such as sound level checks, lighting changes, and media projection.o Ensure event spaces and surrounding areas are clean prior to and after events, which may include tasks such as sweeping, mopping, wiping down tables or windows, and removing waste. Minimum Qualifications EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience). Department may hire employee at one of the following job levels: Administrative Assistants, II: Requires at least 1 year of related experience. Preferences • The ideal candidate will possess some or all the following interests, skills, and experience:o Excellent interpersonal skillso Working knowledge and experience running audio visual equipment.o Strong written and verbal skillso An aptitude for multi-taskingo A strong sense of integrityo The ability to learn and adapt quicklyo The ability to successfully delegate taskso A strong desire to create positive experiences for clients and visitorso Ability to safely carry up to 30 lbs.o Cash handling and accounting experienceo Supervisory experienceo Must be able to work nights and weekendso Previous experience in an events-related industryo Previous experience in a customer service capacityo Interests in the arts and/or working for a non-profit Special Instructions Requisition Number: PRN46363B Full Time or Part Time? Full Time Work Schedule Summary: This position is 40 hours per week; office hours are mainly flexible and varied with events, which are based on bookings, and other staff schedules. This position will require weekends and occasionally require late nights and early mornings. Department: 00073 - Utah Museum of Fine Arts Location: Campus Pay Rate Range: 19.15 Close Date: 11/30/2026 Open Until Filled: To apply, visit https://apptrkr.com/9869591 "">https://utah.peopleadmin.com/postings/210020 je-bf3966dd4a734d6d99c16c13aa4c6b9c