Office Logistics and Facility Coordination

• Manage office supply inventory, ordering, and vendor accounts for administrative and shared-use materials across all departments.
• Coordinate mail and package receiving, sorting, and distribution. Manage outgoing shipments and courier services.
• Oversee shared office spaces including conference rooms, copy/print areas, break rooms, and staff common areas. Ensure spaces are stocked, functional, and maintained.
• Serve as the primary point of contact for office equipment vendors, service contracts, and maintenance scheduling (copiers, printers, postage meters, telecommunications).
• Coordinate with the Facilities Manager on building maintenance requests, space configuration changes, and office moves that affect staff work areas.

Administrative Operations

• Manage internal calendaring for shared resources (conference rooms, meeting spaces, shared equipment). This does not include executive scheduling.
• Answer and direct phone calls from the museum’s general line and respond to messages from the website’s contact page. 
• Develop, document, and maintain standard operating procedures for recurring office tasks and administrative workflows.
• Coordinate new employee onboarding logistics: workspace preparation, equipment setup, building access, supply kits, and orientation scheduling in partnership with Human Resources.
• Process purchase orders, track invoices, and reconcile office-related expenses in coordination with the Finance team.
• Maintain administrative filing systems, both physical and digital, ensuring records are organized, current, and accessible.

Cross-Departmental Coordination

• Serve as a practical resource for staff across departments who need help navigating internal processes, locating information, or resolving day-to-day operational issues.
• Coordinate internal meeting logistics for all-staff gatherings, departmental retreats, and training sessions, including room setup, AV, catering orders, and materials preparation.
• Support internal communications as needed, including distribution of staff announcements, circulation of building notices, and maintenance of shared reference documents.
• Liaise with University of Tulsa administrative offices on shared services, procurement processes, and campus-level coordination as required.

Vendor and Contract Management

• Manage relationships with office services vendors (janitorial supplies, office supplies, vending, document destruction, etc.) and monitor contract terms and service levels.
• Obtain competitive quotes for office-related purchases and services. Make procurement recommendations within established spending authority.
• Maintain a current vendor contact list and contract renewal calendar for all office services agreements.

QUALIFICATIONS

Required

• Minimum three (3) years of office management or senior administrative experience in a multi-departmental organization.
• Demonstrated ability to manage competing priorities, maintain composure under pressure, and exercise sound independent judgment.
• Strong proficiency with standard office productivity tools (Microsoft Office Suite, Google Workspace, or equivalent).
• Experience managing vendor relationships, processing purchase orders, and tracking budgets.
• Professional demeanor and the ability to interact comfortably and appropriately with staff at all levels, including senior leadership.
• Excellent organizational skills with a track record of creating and improving systems and procedures.
• High degree of discretion and ability to handle sensitive information with confidentiality.

Preferred

• Five (5) or more years of progressive office management experience.
• Experience in a museum, cultural institution, university, or nonprofit environment.
• Familiarity with university or institutional procurement processes.
• Experience supporting an organization through a period of rapid growth, facility transition, or major operational change.
• Associate’s degree or equivalent professional development in business administration, office management, or a related area.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Ability to sit for extended periods and work at a computer for the majority of the workday.
• Ability to lift and carry office supplies and materials up to 30 pounds.
• Ability to move throughout the museum campus, including between buildings and across multiple floors.
• Occasional availability outside standard business hours for all-staff events, building transitions, or time-sensitive operational needs.

EQUAL EMPLOYMENT OPPORTUNITY

Gilcrease Museum is an equal employment opportunity/affirmative action employer. The Museum is committed to a diverse workforce, and actively seeks applications from candidates of all backgrounds, experiences, and perspectives. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected class.

 

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