Title: Operations Manager

Hours: 30-32 Hours per week, regularly scheduled on-site (with potential to increase)

Reports to: Executive Director

Direct Reports: Visitor & Member Services staff and volunteers

Typical Schedule: Tuesday–Saturday, aligned with museum hours and occasional evenings

Rate of Pay: $19-20/ hour non-exempt

ABOUT THE MUSEUM

The Albany Regional Museum (ARM) is located in the historic two-story S.E. Young building in the heart of Albany’s Downtown Historic District. The museum features permanent and rotating exhibits, a community meeting room, collections storage, and is home to the Linn Genealogical Society.

Founded in 1980, the ARM first operated out of the basement of the Carnegie Library before moving to its current location. Constructed in 1887 for the S.E. Young Company, the building was relocated in 1912 to its present site in an area once historically known as “Chinatown.” With the generous support of local donors, ARM purchased the building in 1999, ensuring its preservation as a community resource dedicated to sharing the history and culture of the Albany area.

GENERAL DESCRIPTION

The essential responsibilities of this position include overseeing daily museum operations and visitor services while providing administrative, financial, membership, event, and volunteer support to ensure the smooth and effective operation of the museum. This role works closely with staff, volunteers, and the Executive Director to support public programs, organizational initiatives, fundraising, communications, and community engagement.
The ideal candidate will be a skilled professional with extensive nonprofit, hands-on experience ensuring a safe, welcoming, and functional work environment while keeping to the organization’s mission.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Visitor Experience & Front-of-House Operations

• Serve as the primary point of contact for visitors, ensuring a welcoming, inclusive, and engaging experience
• Oversee daily front desk operations, including admissions, membership and merchandise sales, and visitor inquiries
• Perform opening and closing procedures and serve as Manager on Duty
• Maintain a clean, organized lobby and public spaces
• Track visitor attendance and contribute to reporting and evaluation efforts

Programs, & Membership Services

• Coordinate and support research requests, private event rentals, and public programs
• Assist with event setup, logistics, and vendor coordination
• Support fundraising events and membership engagement activities
• Cultivate and grow relationships with donors, members, and volunteers
• Process donations, memberships, and volunteer records including send timely correspondence
• Assist with program budgets, grant-supported initiatives, and evaluation

Administrative & Financial Operations

• Maintain accurate and organized records, databases, files, and reporting systems, including visitor attendance, volunteer hours, membership and donor records, financial documentation, and PastPerfect data entry and gift processing
• Manage accounts payable and receivable, ensuring timely submission to the contract bookkeeper while completing weekly deposits and maintaining financial records
• Monitor and respond to general email and voicemail accounts and distribute mail and deliveries

• Keep internal calendars, meeting schedules, and room bookings up to date

• Order office and kitchen supplies and keep museum store organized and stocked

Executive, Board & Organizational Support

• Assist the Executive Director and ARM Board in the development and implementation of policies and procedures to enhance operations
• Provide logistical support for monthly Board and Committee Meetings, including setup and printing any materials
• Facilitate information for the Executive Director’s Report including visitation statistics
• Help with marketing and communications initiatives, including fundraising materials, public event promotions, and donor communications
• Contribute to funding goal setting and grant applications as needed
• Collaborate with staff to support the implementation of Strategic Plan initiatives
• Perform other duties as assigned to sustain museum operations

QUALIFICATIONS & REQUIREMENTS:

• At least 3 years of experience in administrative support, communications, nonprofit operations, donor relations, marketing, museums, collections support, or related fields
• Experience with retail operations, POS systems, and cash handling
• Excellent organizational, analytical, problem-solving, and interpersonal communication skills
• Ability to manage multiple priorities, provide strong customer service, and engage effectively with diverse stakeholders
• Ability to work independently and collaboratively in a small team environment
• Excellent communication and interpersonal skills for engaging with diverse stakeholders
• Proficiency in Microsoft Office 365 programs
• Availability to work a Tuesday–Saturday schedule, including occasional evenings
• Must pass a background check

PREFERRED QUALIFICATIONS:

• Experience with Square, Mail Chimp, PastPerfect, Canva, and other databases
• Comfort with social media, marketing tools, and basic digital platforms
• Basic knowledge of museum standards and best practices
• Budget development and financial oversight experience

PHYSICAL REQUIREMENTS:

• Ability to walk/stand for extended periods, navigate museum spaces (including stairs and outdoor areas)
• Occasionally lift 25-40 lbs.
• Comfort working in varied environments (office, gallery, outdoor parking) with potential exposure to varying weather during parking or facilities oversight
• Occasional travel for training or industry conferences may be necessary

COMPENSATION AND BENEFITS:

• Paid time off
• Paid sick leave, vacation, personal days, and select holidays
• Complimentary museum membership
• Employee discount
• Free parking

Equal Opportunity Statement:

The Albany Regional Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, or disability.

To Apply:

Send your resume and a brief cover letter to vvanalstyne@armuseum.com with the subject line:

“Operations Manager”.

Position is open until filled.