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

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