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Assistant Department Administrator Jobs (NOW HIRING)

New York University

Department Administrator

Brooklyn, NY · On-site

$86K - $95K/yr

Department Administrator Posting Number 2026-15617 Location : Location US-NY-Brooklyn Hybrid Remote ... Review & submit iBuy carts. Assist with and make travel arrangements for faculty, students, staff ...

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Department Administrator

Bedford, MA · On-site

Supervises part time office assistant when office workload increases. * Other company /corporate ... To be determined based on department needs Skills & Capabilities: * Strong communication skills and ...

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Department Administrator

Bedford, MA

Supervises part time office assistant when office workload increases. * Other company /corporate ... To be determined based on department needs Skills & Capabilities: * Strong communication skills and ...

New York University

Department Administrator

Brooklyn, NY · On-site

$86K - $95K/yr

Review & submit iBuy carts. Assist with and make travel arrangements for faculty, students, staff, and researchers. Maintain department directories and records. Plan, organize, and set up student ...

Werfen

Department Administrator

Bedford, MA

Supervises part time office assistant when office workload increases. * Other company /corporate ... To be determined based on department needs Skills & Capabilities: * Strong communication skills and ...

New York University

Department Administrator

Brooklyn, NY · On-site

$86K - $95K/yr

Review & submit iBuy carts. Assist with and make travel arrangements for faculty, students, staff, and researchers. Maintain department directories and records. Plan, organize, and set up student ...

Werfen

Department Administrator

Bedford, MA

Supervises part time office assistant when office workload increases. * Other company /corporate ... To be determined based on department needs Skills & Capabilities: * Strong communication skills and ...

New York University

Department Administrator

Manhattan, NY · On-site

$86K - $95K/yr

Review & submit iBuy carts. Assist with and make travel arrangements for faculty, students, staff, and researchers. Maintain department directories and records. Plan, organize, and set up student ...

Werfen

Department Administrator

Bedford, MA

Supervises part time office assistant when office workload increases. * Other company /corporate ... To be determined based on department needs Skills & Capabilities: * Strong communication skills and ...

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Assistant Department Administrator information

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$26K

$68.2K

$136.5K

How much do assistant department administrator jobs pay per year?

As of Jul 7, 2026, the average yearly pay for assistant department administrator in the United States is $68,215.00, according to ZipRecruiter salary data. Most workers in this role earn between $45,000.00 and $80,500.00 per year, depending on experience, location, and employer.

What are the key skills and qualifications needed to thrive as an Assistant Department Administrator, and why are they important?

To excel as an Assistant Department Administrator, you need strong organizational, administrative, and problem-solving skills, often backed by a bachelor's degree in business administration or a related field. Familiarity with office management software, scheduling tools, and sometimes enterprise resource planning (ERP) systems is typically required. Excellent communication, attention to detail, and the ability to multitask help you stand out in this role. These skills and qualities are crucial for ensuring smooth departmental operations, effective coordination, and high productivity.

How much do admin assistants get paid?

Administrative assistants typically earn a median annual salary of around $40,000 to $50,000, depending on experience, location, and industry. Assistant department administrators may have similar pay ranges but often earn slightly higher due to additional responsibilities and required skills such as organization and communication. Salaries can vary based on the size of the organization and whether the role includes supervisory duties.

What is the highest paid administrative assistant?

The highest paid administrative assistants typically work in specialized industries such as finance, law, or executive support, with salaries reaching over $70,000 annually in some cases. Factors influencing pay include experience, location, certifications, and the complexity of the role, with executive assistants often earning the most among administrative support positions.

What are Assistant Department Administrators?

Assistant Department Administrators are professionals who support the daily operations and management tasks within a specific department of an organization. They assist department heads with administrative duties such as scheduling, budgeting, record-keeping, and coordinating communications among staff. Their role helps ensure that the department runs smoothly and efficiently, often serving as a key point of contact for both internal and external stakeholders. The specific responsibilities can vary depending on the industry and size of the organization.

What is the difference between Assistant Department Administrator vs Department Administrator?

AspectAssistant Department AdministratorDepartment Administrator
ResponsibilitiesSupports department operations, assists with administrative tasks, and reports to the department head.Oversees all department functions, manages staff, and makes strategic decisions.
Required CredentialsTypically requires a bachelor's degree; experience in administration is common.Usually requires a bachelor's or master's degree; extensive experience in management is preferred.
Work EnvironmentOffice setting within organizations like healthcare, education, or government.Office or administrative setting with higher-level decision-making responsibilities.

The Assistant Department Administrator supports the department's daily operations and reports to the Department Administrator, who holds broader managerial responsibilities. The main difference lies in scope: the assistant focuses on support tasks, while the administrator manages overall department functions and strategy.

What are the duties of an assistant administrator?

An assistant department administrator supports the department by managing administrative tasks such as scheduling, coordinating communications, preparing reports, and overseeing daily operations. They often assist with budgeting, staff coordination, and ensuring compliance with policies, using tools like office software and organizational systems.

What does an administrative assistant do?

An administrative assistant provides support by handling tasks such as managing schedules, organizing files, preparing documents, and communicating with clients or staff. They often use office software like Microsoft Office and may coordinate meetings or manage correspondence to ensure smooth office operations.

What are some common challenges faced by Assistant Department Administrators, and how can they be managed effectively?

Assistant Department Administrators often juggle multiple responsibilities such as scheduling, budget tracking, and supporting departmental projects, which can make prioritizing tasks challenging. Effective time management, clear communication with team members, and familiarity with organizational procedures are key to managing these demands. Building strong relationships with both colleagues and department leadership also helps in anticipating needs and streamlining workflow. Proactively seeking feedback and being adaptable to changing priorities can further enhance success in this role.
What cities are hiring for Assistant Department Administrator jobs? Cities with the most Assistant Department Administrator job openings:
What states have the most Assistant Department Administrator jobs? States with the most job openings for Assistant Department Administrator jobs include:
Assistant Department Administrator jobs near you
Department Administrator

Department Administrator

Walker Art Center

Minneapolis, MN • On-site

$27.98/hr

Contractor

Posted 12 days ago

Walker Art Center rating

5.7

Company rating: 5.7 out of 10

Based on 5 frontline employees who took The Breakroom Quiz

19th of 27 rated museums

Job description

The Walker Art Center empowers people to experience the transformative possibilities of the art and ideas of our time and to imagine the world in new ways. In our over 125-year history, we have become one of the most celebrated art museums in the country and we are known for our innovative presentations and acclaimed collections of contemporary art across the spectrum of the visual, performing, and media arts.
The Department Administrator, Visual Arts, is a key role ensuring the effective administration of a busy curatorial department. In addition to overseeing daily operations, departmental finances, and contracts related the work of the Visual Arts Department, the Visual Arts Department Administrator has several key areas of ongoing responsibility, including events management for exhibition openings; administration of exhibition opening-day public programs; key support for the Permanent Collection Acquisitions process; and co-project management of the institution's annual benefit auction, which has direct impact on the financial success of the Walker's artistic and educational programs. This role reports to the Senior Curator & Director of Visual Arts; works directly with members of the curatorial team on management of departmental activities; and partners with the Associate Director of Curatorial Affairs in overseeing the Visual Arts departmental budget and exhibition-related travel and event budgets. This role should ideally have 2-3 years of experience coordinating curatorial department activities within the art museum field and possess a thorough understanding of the acquisitions and exhibition development process and institutional budgets. This role requires excellent communication skills, including the ability to independently negotiate vendor contracts, and communicate with numerous stakeholders, from staff collaborators to artists, speakers, galleries, high-level donors, and external partners. This role requires extensive knowledge of Walker protocols and personnel; discretion; the ability to make independent decisions; and capacity to juggle multiple projects with competing timelines.
RESPONSIBILITIES
Visual Arts Departmental Administration
  • Financial Management
    • Draft and manage Visual Arts departmental budget, which encompasses department events, hosting, discretionary travel, artist site visits, and other departmental activity.
    • Manage all artist, independent contractor, and visitor payments (artist fees, contractor fees, per diems, transportation, reimbursements, etc.)
    • Manage use of the department credit card, including making and monitoring purchases, reconciling appropriate expenditures, and working with Accounting to prepare for special circumstances, additional cards, and credit limit changes
  • Contracts
    • Draft and execute contracts and agreements for exhibition and collection-related artists, opening-day public program speakers, independent contractors, and estates
    • Negotiate contracts with external vendors for exhibition related offsite dinners and opening events, Visual Arts-sponsored convenings, and other events.
  • Travel Arrangements
    • Organize travel and lodging for artists, independent contractors, estates, and other VIPs
    • Manage contract payment schedules and travel/lodging/payment records
    • Provide itineraries, administrative support, and resources to visitors throughout travel and visit
    • Assist with travel logistics for Senior Curator & Director of Visual Arts and other curators as requested by Senior Curator & Director of Visual Arts
  • General Departmental Communication and Administration
    • Serve as main point of contact in department for institutional needs including Visual Arts contributions to institutional and fundraising documents, including the Annual Report, Vital Signs, Long Range Acquisitions Plan, Institutional and Departmental Priorities; and other initiatives
    • Manage departmental calendar, oversee the scheduling and agendas for departmental meetings and curatorial retreats
    • Organize departmental hospitality for meetings, celebrations, and events
    • Organize staff tours for Visual Arts exhibitions
    • Support meeting and calendar management for Senior Curator and Director of Visual Arts
    • Route interdepartmental deadlines and approvals including Seasonal Copy & Content Deadlines, Magazine Approvals, and the Reader deadlines (when applicable)
    • Respond to or route unsolicited emails and phone calls related to departmental, acquisition, or collection inquiries
    • Administer onboarding plans for new Visual Arts employees with Senior Curator & Director of Visual Arts

Events Management
  • Avant Garden Auction
    • Serve as Visual Arts administrative partner and co-project manager with Director of Benefit Events and Curatorial Liaison for annual auction event tasked at raising up to $600,000
    • Research, negotiate, and secure auction platform in collaboration with Director of Benefit Events and work closely with auction platform on all details
    • Organize agendas and co-lead auction meetings, develop and track auction materials, and manage deadlines
    • Manage internal and external communication, paperwork, timelines, payments, RSVPs, and document filing/archiving related to the auction
  • Walker-hosted Receptions & Dinners
    • In collaboration with Development department, manage invitations for Visual Arts guests, including drafting invitation copy, coordinating list generation and approvals, and collaboration with Marketing to send out invitations and reminders
    • Manage Visual Arts guest RSVP tracking, RSVP entry into Tessitura, and all communication and visitor support for Visual Arts guests for opening events
    • Serve as point of contact for Visual Arts VIPs throughout duration of event
  • Offsite Private/Hosted Dinners and Events
    • Negotiate private event contracts with restaurants for private dinners or offsite events
    • Work closely with offsite venues and any external funders (including galleries and Walker trustees) for hosting offsite dinners/events; manage all arrangements, contracts, and financial transactions related to event
    • Manage all logistics for private dinners/events, including routing all internal and external approvals; generating invitations; managing invitation lists; coordinating menus; tracking RSVPs; generating seating charts; and providing support for visiting artists, out-of-town guests, and other VIPs
  • Administration of Conferences, Convenings, Symposia, and other special initiatives
    • Negotiate contracts with hotels, transportation, and restaurants for events
    • Process payments for hotels, transportation, and restaurant agreements
    • Organize meetings, room reservations, catering, external dinners, and tours
    • Generate invitations, manage invitation lists, track RSVPs and provide visitor support
    • Serve as onsite point of contact for contracted partners and all visitors

Exhibition Related Public Program Administration
  • Serve as main point of contact for all exhibition opening-related public program speakers, overseeing speaker engagement from contracting to travel arrangements to hosting.
  • Organize tech checks, videography, photography, and all program-related meetings with necessary stakeholders
  • Prepare related documents and coordinate with Curatorial, EP, VE, Marketing, and PELI teams for ongoing preparations and troubleshooting
  • Serve as primary point of contact on day-of, communicating with Artist/Speakers, Curatorial, EP, VE, and PELI to manage day-of needs and program timing
  • Oversee all offsite private dinners and other hosting, including negotiation of contracts and management of events

Acquisitions Support
  • Manage invitations, RSVPs, and tech support for Board of Trustees Acquisitions Committee Meetings
  • Provide agenda updates, rescheduling, and tech support for Acquisition Discussion & Brainstorm Meetings with Visual Arts curatorial team, Chief Curator, and Executive Director
  • Working with Curator of Visual Arts and Collections Strategy, provide administrative leadership for Long Range Acquisition Plan process
  • Assist as needed with special collections initiatives

Qualifications and Experience:
  • 3+ years administrative support experience; preferably 2+ years working for senior level managers.
  • 3+ years working in a standard office environment, having experience composing business correspondence, operating common office equipment, and using the full MS Office suite.
  • Knowledge of database and/or project managing applications preferred, particularly Microsoft Outlook and Microsoft Office Suite; knowledge of Airtable and Tessitura a plus.
  • Demonstrated experience working with budgets, adhering to standard budgetary practices and fiscal controls.
  • Experience scheduling meetings and arranging travel (international and national) and associated hosting is strongly preferred.
  • Event management experience.
  • Demonstrated excellence in organization, prioritization and time management.
  • Proven ability to work independently.
  • Must be able to communicate professionally and diplomatically to a variety of audiences on multiple mediums
  • Must be resourceful, being able to anticipate needs and adapt to unexpected challenges.
  • Experience working in the arts community and/or interest in contemporary art is a plus.

Physical and Environmental Requirements
  • Ability to work in a professional office with frequent use of a computer, telephone, and standard office equipment.
  • Ability to remain in a stationary position for extended periods.
  • Frequent use of hands and fingers to operate computers, keyboards, and other office equipment.
  • Ability to communicate effectively in person, by telephone, video conference, and written correspondence.
  • Ability to occasionally move, transport, or set up event-related materials, supplies, and hospitality items weighing up to 25 pounds.
  • Ability to attend and support evening, weekend, or special events, including exhibition openings, receptions, auctions, and donor functions.
  • Visual ability to review detailed documents, budgets, contracts, event materials, and electronic records with or without reasonable accommodation.

JOB SPECIFICATIONS This position is considered full-time, non-exempt. As an non-exempt position, it is eligible for overtime pay. The compensation for this role is $27.98 hourly.
The Walker offers a wide range of benefits for both part-time and full-time employees, click link to view benefits: https://walkerart.org/primary-benefits-package/
This position is covered by the American Federation of State, County & Municipal Employees (AFSCME) labor contract.
This position is not eligible for relocation assistance.
All applicants must be eligible to work in the United States without the need for employer sponsorship.
Walker's DEI commitment The Walker is committed to being an employer with a staff who, at all job levels, reflects the rich diversity of the communities and audiences we serve. We are dedicated to ensuring inclusion and equity in all our employment practices. We deeply value and welcome all the unique lived experiences in our applicants and encourage anyone meeting the minimum requirements to apply.
Recruitment Timeline All positions are open until filled.
E-Verify Participation Notice Walker Art Center participates in E-Verify to confirm the identity and employment eligibility of all persons hired to work in the United States.
For more information, please review the following notices:
  • E-Verify Participation Poster (English/Spanish)
  • Right to Work Poster (English/Spanish)

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