Campus Location: Noyes Art Museum - Atlantic City

Department: School of Arts and Humanities

Salary Range: $64,340.11 - $73,256.59

Salary Information: Based on NJ Civil Service Commission regulations and is accompanied by an extremely competitive University benefits package

Work Hours: varies

Brief Job Overview/Summary

The Professional Services Specialist 3 provides comprehensive financial, administrative, and programmatic support for the Noyes Museum of Art of Stockton University. This role manages financial reconciliation and reporting, oversees membership and retail operations, coordinates volunteer engagement, and provides administrative support for exhibitions and events. The PSS3 ensures compliance with University, State, and grantor policies while fostering positive relationships with artists, members, volunteers, and community partners. Finally, this position includes supervision, alongside the executive director, of staff, student workers and interns.

Descriptions of Essential Duties/Responsibilities:

Key Responsibilities Financial Administration
• Reconcile weekly revenues from all museum departments (gift shop, rentals, memberships, exhibitions, donations, grants).
• Prepare and submit deposits; maintain compliance with University financial procedures.
• Manage departmental and grant budgets, providing monthly, quarterly, and annual reports in coordination with the Director.
• Draft and process contracts for artists, instructors, and vendors, ensuring fiscal and legal compliance.
• Assist with the development of reports.
Supervision & Administrative Support
• Supervise staff, student workers, and interns, including scheduling, onboarding, and training.
• Serve as the on-site supervisor in the absence of the Executive Director, ensuring continuity of daily operations and addressing issues as they arise.
• Coordinate timesheet collection and payroll submissions for part-time staff and student workers.
• Provide administrative support for special events, Director's projects, and emerging initiatives.
• Maintain confidentiality and compliance in all financial and administrative operations.
Retail Shop Management
• Process monthly artist commission payouts, create payout forms, and reconcile sales.
• Manage inventory for both consignment and wholesale merchandise, track stock levels and sales trends.
• Communicate with artists regarding restocking or returns of consignment items.
• Coordinate wholesale orders with vendors
• Organize and maintain all consignment and vendor contracts for legal compliance.

Membership Coordination
• Collect and maintain records of memberships across all levels.
• Communicate regularly with members via newsletters, renewal notices, and event invitations.
• Collaborate with the Events Manager to coordinate member programs, perks, and receptions.
• Prepare quarterly membership reports and assist with strategic planning to expand membership.
Volunteer Program Oversight
• Recruit, onboard, and manage volunteers.
• Assign volunteers to support events, receptions, and art classes.
• Maintain records of volunteer service hours and contributions.
Exhibitions Support
• Assist with the curation of upcoming exhibitions at the Noyes sites in coordination with the Director.
• Prepare and process artist contracts and related documentation coordination with the Director.
• Handle sales and commissions from exhibitions, including payment processing and reporting.
• Assist with exhibition setup, installation, deinstallation, and event logistics.
Administrative & Other Duties
• Support event planning and work special events as needed.
• Assist the Director with special projects and emerging initiatives.
• Provide general administrative support including recordkeeping, reporting, and correspondence.
• Maintain confidentiality and compliance in all financial and administrative operations.

Required Qualifications:

• Bachelor's degree from an accredited institution
• Two (2) years of the above-mentioned professional experience; OR
• Experience in financial reconciliation, membership/retail operations, curation and volunteer coordination.

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.
OR
Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.
OR
Possession of a master's degree; and one (1) year of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.

Preferred Qualifications:

• Master's degree and one (1) year of the above-mentioned professional experience.
• Experience in higher education, nonprofit, or arts administration.
• Knowledge of museum practices, gift shop management, and curatorial practices.
• Familiarity with grant compliance and reporting procedures.
• Strong organizational and communication skills, with attention to detail.
• Ability to manage multiple priorities independently while working collaboratively in a team environment.

Screening Information:
Screening of applications begins immediately and will continue until the position is filled.

How to Apply:
To apply please visit https://employment.stockton.edu or click the "Apply" button.

SAME APPLICANTS: If you are applying under the NJ “SAME” program, your supporting documents (Schedule A or B), must be submitted along with your resume by the closing date indicated above. For more information on the SAME Program visit their Website at: https://nj.gov/csc/same/overview/index.shtml , email:  CSC-Same@csc.nj.gov, or call 609-292-4144, option 3.

In accordance with P.L. 2021, c. 465 and P.L. 2021, 466, the SAME Program was established to enable New Jersey State agencies to hire, promote, retain, and advance qualified individuals whose physical or mental impairments impact their abilities to participate in the hiring and promotion process for non-competitive and unclassified titles within the State workforce. This program uses a fast-track process that permits people who are eligible for the program to request that the State appointing authority schedule with them a good faith interview. Individuals applying for non-competitive or unclassified positions under this program should contact us to determine if they are eligible for the fast-track hiring process. 

Only electronic applications will be accepted. Please complete the online application and include the name, phone number and email of three professional references within the application in addition to the following required documents listed below. All required documents (Microsoft Word of PDF) must be submitted in order for your application to move forward. 

• A letter of interest describing qualifications and accomplishments
• Current resume or curriculum vitae
• Unofficial Graduate transcripts