Manager of Administration and Strategic Initiatives

Job Details

Department: Lunder Institute of American Art

Pay Rate Type: Salary

Job Summary:

Reporting to the Director of the Lunder Institute for American Art (LIAA), the Manager of Administration and Strategic Initiatives plays a central role in translating the Institute’s goals and vision into effective operations and sustainable practices. Working closely with the Director, the Manager provides leadership in the planning, management, reconciliation, and evaluation of the Lunder Institute's budget and operations while overseeing the administrative and operational infrastructure that supports the Institute’s programs, fellowships, residencies, and initiatives.

The Manager collaborates with the Manager of Fellowships and Programs, the Coordinator of Fellowships, and other Institute staff to operationalize the Institute’s mission and values through effective project management, administrative systems, and organizational processes. They support the Director in ensuring that budget and program administration processes and projects are completed efficiently and accurately, serving as a key liaison with the Colby Museum and Colby College finance teams. In this capacity, the Manager coordinates financial management activities, including reporting and reconciliation, and works with museum and College partners to prepare financial, demographic, and program information required for institutional and grant reporting.

The Manager also oversees the day-to-day administrative and logistical functions of the Institute, including maintaining records and documentation, preparing meeting materials and presentations, coordinating communications with museum and College partners, and supporting special projects and institutional partnerships. They supervise interns supporting administrative and operational functions and serve as a primary logistics liaison for fellows, residents, and visiting scholars. In addition, the Manager coordinates the use and operations of Lunder Institute spaces and facilities, including those at the Greene Block + Studios and housing for fellows, working closely with Colby facilities and external partners. Through this work, the Manager represents the Lunder Institute across campus and within the broader community, helping to sustain, monitor, and communicate the Institute’s work through a strong finance, operations, and program management lens.

THE LUNDER INSTITUTE FOR AMERICAN ART

Founded as part of the Colby College Museum of Art in 2017, the Lunder Institute for American Art acts as a research incubator at a national level, investigating and producing new understandings of American art, past and present, and its relationship to the crucial questions of our time. With convening and studio spaces in downtown Waterville, Maine, it is guided by this mission: Informed by place, in collaboration, and in community, the Lunder Institute for American Art seeks to expand who shapes American art and alters its contours, while demonstrating the value of art as a public good.

The Lunder Institute achieves this mission by stimulating experimental, collaborative, and transdisciplinary inquiry about America and its art, by building research and practice communities among a diversity of artists, scholars, educators, and cultural producers at different stages in their careers, and through a foundational commitment to equity and racial justice. Fellowships, workshops, convenings, mentorship, and public programs connect artists and scholars with faculty, students, and communities near and far, advancing Colby College’s educational purpose, which prioritizes research and learning within a civically engaged, interdisciplinary, and global context.

THE MUSEUM AND ITS MISSION

Located in Waterville, Maine, the Colby Museum opens access to art and artists for the Colby community, for Maine residents and visitors, and for audiences beyond, creating a forum for experimentation, research, dialogue, and connection. We grow and use our stellar collection in ways that activate the power of art to expand imagination and forge new connections, fostering a more open, creative, and compassionate society. We teach to inspire and open possibilities, so that students at Colby and other visitors can become more curious, nimble, and able to contribute within a changing world, in keeping with Colby’s dynamic liberal arts mission. We incubate art scholarship and practice in ways that explore and expand how the idea of America is understood and how art is made, interpreted, and shared. We do so by supporting new research, providing mentorship, and convening a diversity of people and perspectives. The Lunder Institute for American Art and our exhibitions, programs, and publications facilitate field-wide impact. We are committed to our audiences, including the Colby College community, residents of Waterville and the broader Maine region, national and international visitors, and the artists, scholars, and partners with whom we collaborate.

Essential Functions

• Manage the Lunder Institute budget, including expense tracking, reconciliations, credit card verification, budget analysis, and preparation of annual budget in collaboration with the Director and museum staff.
• Oversee grant administration, including resource tracking, data analysis, and financial reporting.
• Coordinate facilities and operations for the Greene Block + Studios, including maintenance requests, shared space logistics, and housing arrangements for fellows, residents, and guests.
• Partner with LIAA staff to plan and coordinate Institute events and public programs, including occasional evening and weekend programs.
• Recruit and oversee interns supporting administrative and operational work, including coordinating payroll and participation.
• Support the maintenance and updates of Lunder Institute digital platforms, including the website, in collaboration with museum communications, IT, and external partners.
• Develop and maintain administrative systems and operational processes that support the Institute’s programs, fellowships, residencies, and partnerships.
• Collaborate with Lunder Institute, museum, and College colleagues to ensure consistent and effective operational practices.
• Support project management for Institute initiatives, including coordinating timelines and collaborating with communications and engagement teams.
• Manage administrative operations such as scheduling, purchasing, contracts, travel coordination, and compliance with College policies.
• Prepare and maintain Institute communications, presentations, records, and documentation.
• Participate in Lunder Institute and Colby Museum staff meetings and contribute to institutional initiatives and planning.
• Represent the Lunder Institute by building strong relationships with colleagues, fellows, residents, collaborators, and campus partners.
• Engage in professional development aligned with departmental and institutional priorities.

Position Qualifications

Education and/or experience:

• Bachelor’s degree or equivalent combination of education and experience
• 3 - 5 years of budget and administrative experience in higher education, museums, nonprofits, or similar organizations
• Experience with budget management and financial record systems; Workday and Excel experience preferred
• Experience preparing and presenting budget or financial reports
• Proficiency with Microsoft Office and Google Workspace; familiarity with Adobe Creative Suite, Airtable, or similar tools preferred
• Strong written, verbal, and interpersonal communication skills
• Ability to synthesize information and communicate key points clearly
• Strong organizational and project management skills with attention to detail and ability to meet deadlines
• Ability to work independently and collaboratively in a fast-paced environment
• Experience supporting marketing or communications efforts, including social media or newsletter, preferred
• Commitment to fostering an inclusive and equitable work environment
• Appreciation for the mission and values of a liberal arts institution

Physical/Mental Demands

The physical demands and work environment characteristics described here reflect what is typically needed to perform the essential functions of this position and what may be experienced while carrying out those duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy.
• This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs.
• In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role.
• This position includes regular movement throughout the office spaces, hallways, meeting rooms, and other campus locations.
• Daily work may involve extended use of a computer, including keyboard and mouse.
• Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds or more, in more physically demanding roles, up to 50 pounds.
• Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed.
• The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.
• The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity.

To Apply:

Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application.