Museum of Fine Arts Coordinator

Position Summary

Provide advanced level administrative support for the Museum of Fine Art.

Essential Duties and Responsibilities

• Serve as the first point of contact for the Museum. Answer general inquiries on the museum social, email, and answer and direct telephone calls;
• Develop and maintains the Friends of the Museum donor list and other supporter and invitation lists;
• Liaise with other College departments, assist with coordination of logistics for events;
• Keep the budget in consultation with the Director, including processes and tracking;
• Maintain departmental and grant budgets;
• Prepare requisitions, check requests, and other budget things;
• Keep running budget worksheets up to date;
• Give regular feedback to requesters on status of outstanding orders, check requests, etc.;
• Maintain inventory of supplies for the departmental office, staff offices, and for events;
• Maintain copies of all financial documents.
• Coordinate with vendors the procurement of supplies and rental equipment for installation and de-installation of exhibitions, and care of the art collection in the gallery space
• Serve as point of contact for all contractors, including art handlers, conservators, appraisers, photographers, and other specialists for museum exhibitions and collection
• Order instructional and office supplies according to in consultation with staff and director;
• Coordinate periodic newsletters and/or flyers for distribution in the department and its constituents;
• Reserve facilities reservations and coordinate meals and/or refreshments for museum meetings;
• Co-coordinate special events (including after hours and weekend programs)
• Assist with the coordination of Museum Advisory Council
• Coordinate mail and express shipping receipt and delivery, including collecting and distributing staff mail;
• Arrange travel for staff, students, and official Museum guests and speakers:
• Coordinates travel reservations (air, hotel) with the College travel agent;
• Process registrations, expense reports, van/car rentals, staff, faculty and student travel forms.
• Follow-up and maintain files of purchase and other documents and provide copies to the department chair/director for record keeping purposes;
• Maintains inventory of and order office supplies, instructional supplies, and equipment;
• Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
• Perform administrative and clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings for museum staff;
• Assist in scheduling staff meetings, donor meetings, and others things for the department;
• Prepare information for the department and/or supervisor(s) as requested;
• Other duties as assigned

Required Qualifications

High school diploma and five years of related work experience are required.

This position requires superior customer service focus, with excellent verbal and written communication, and time management skills with the ability to handle multiple projects. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.

Excellent oral communication skills are required when providing information and responding to questions from faculty, students, parents, employees, and the general public in one-on-one or group situations. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.

This work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Advanced skills may be required for some applications. In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, plus the use of Outlook and Banner Financial Module. Incumbent should have experience operating within Web-based internet environments, various forms of technology, and social media.

Preferred Qualifications

Some college is preferred.