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

Final date to receive applications – 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.

Administrative Support: (40%)

• Keeps museum work spaces 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…