Programs and Public Engagement Coordinator

Overview

Reporting to the Jane and Gerald Katcher Curator of Programs, the Programs and Public Engagement Coordinator in the Education Department plays a critical role in fulfilling the Yale University Art Gallery’s mission to engage audiences at Yale, in New Haven, and beyond. The position oversees all administrative, logistical, presentation, and digital support for the museum’s Programs Team which offers a range of in-person and digital engagement opportunities, including lectures, conversations, in-gallery discussions, artist talks, performances, studio programs, and film screenings for the public. The position also develops effective strategies for implementing and communicating logistics, gathering data, streamlining requests, leading walkthroughs, and working with program collaborators. This position serves as an ambassador for the museum and university, functioning also as the administrative liaison for the Robert L. McNeil, Jr., Lecture Hall, scheduling and providing technical support in the space. The successful candidate will have exceptional communication, problem-solving and reasoning skills, strategic and independent thinking, keen attention to detail, a calm, proactive mindset, discretion and respect, and the ability to work well in a fast-paced environment. The work is in-person and the primary workspace is in the Nolen Center for Art and Education at 59 High Street.

Cover letters are REQUIRED at the time of application.

Full Time (37.5 hours / week)
M, T, W, Fr 8:30am-5pm, Th 11am-7:30pm September-June
M-Fr 8:30am-5pm July-August.
Some additional evening and weekend work required.

Responsibilities Include

1. Serve as logistical point person and coordinator for Gallery public programs, as well as course usage and rentals of the lecture hall. Manage a robust calendar of public programs and events, providing scheduling, database, and logistical support; maintain comprehensive oversight of all requests and the related logistics; assists the Katcher Curator of Programs with project management. Evaluate efficacy of procedures and implement improved systems and structures. Work with Gallery colleagues and partners to schedule off-site programs.
2. Schedule and coordinate all in-person and digital public program logistics for fall, spring, and summer calendars. Schedule meetings to support programs. Compose and send out all-staff and individual calendar invites. Generate logistics, run-of-show, and programs season documents. Provide support for digital engagement projects. Organize travel and lodging, and process honoraria, permissions, and check requests for program collaborators. Welcome visitors to programs and support the smooth running of events.
3. Manage Lecture Hall use. Serves as YUAG point of contact for scheduling and technology in the Lecture Hall. Hire audio, video, and lighting technicians. Provide audio, video, and lighting support, including guidance with presentation technologies. Helps troubleshoot issues during programs.
4. Enter public programs and rentals in EMS (Event Management System); confirm and manage space usage; troubleshoot and resolve scheduling conflicts. Update attendance figures. Manages collection and reporting of statistical data about programs.
5. Provide administrative support to the active Programs Team. Review budget. Schedule and provide support at meetings. Support Programs Team travel and processing of expenses and reimbursements. Manage Programs Outlook emails and calendar. Represent Programs Team at meetings; stay well informed about team projects and activities in order to effectively communicate across units. Take notes in meetings. Maintain documentation and records for Team’s work. Support program assessment and evaluations. Stay apprised of trends in supporting museum programs, software used, and accessibility standards.
6. Review, respond to, and coordinate internal and external requests for use of the Gallery’s facilities; negotiate fees, coordinate walk-throughs with museum staff, and draw up contracts. Ensure collaborators are aware of YUAG guidelines & policies. Work closely with the Business Office, Facilities, IT, Security, Special Events, and Visitor Services. Generate task requests. Liaise with Visual Resources regarding the production of digital content. Serve on committees as needed.
7. Coordinate multiple student employment opportunities. Manage job posting and application reviews; schedule interviews; develop and maintain student work schedules, assign and assess work, and approve weekly timesheet. Support hiring of fellows and others.
8. Other duties as assigned by supervisor and department head.

Required Skills and Abilities

1. Demonstrated ability to provide support with event coordination and to plan and manage large events. Excellent interpersonal and communication skills and ability to represent the university appropriately with prominent guests and officials.
2. Strong organizational abilities with exceptional attention to detail and the ability to handle multiple tasks and responsibilities simultaneously.
3. Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, with the ability and willingness to learn new databases and computer applications.
4. Professionalism, maturity, and ability to maintain strict confidentiality; resourcefulness in problem-solving and the ability to perform gracefully under pressure.
5. Commitment to an inclusive workplace with the ability to engage with diverse audiences and the ability to prioritize work independently in a team-centered environment.

Preferred Skills and Abilities

1. Self-directed critical thinker with initiative and sound judgement, able to make decisions, improve procedures, and be a team player. Excels in handling intellectual and practical problems dealing with complex terminology and conceptual frameworks. Demonstrates excellent attendance and reliability.
2. Excellent interpersonal skills; works well under pressure, multi-tasks and meets demanding deadlines. Adapts well to change, eager to learn new skills and treats everyone with respect and discretion. Superior organizational and planning skills; keen attention to detail and demonstrated office management and administrative support skills.
3. Highly developed oral and written communication skills with proven ability to communicate effectively and promptly with diverse constituencies. Skilled in diplomatically addressing complex inquiries and situations involving University stakeholders and beyond. Able to lead discussions at departmental, cross-departmental, and other meetings.
4. Proficiency or demonstrated ability and willingness to learn and work competently with specialized software, including Microsoft Outlook, Microsoft Office (Word, Excel, and PowerPoint), Microsoft Teams, Adobe Creative Suite, NetX, EMS (Event Management System), Workday, Yale’s payment system, and TMS (The Museum System).
5. Proficiency or demonstrated ability and willingness to learn and work competently with specialized software in the Lecture Hall, including AV systems, devices, and presentation, audio/visual, and lighting software.

Physical Requirements

On-site presence at the Yale University Art Gallery is required. Work involves sitting at a desk, moving between buildings and locations, standing for extended periods of time, and carrying or pushing objects up to thirty pounds.

Preferred Education and Experience

Bachelor’s degree in a related field. Experience working in a museum or cultural institution. Demonstrated interest in the arts and public engagement.

Principal Responsibilities

1. Designs, coordinates and oversees the logistical and high level administrative support needs of multiple, complex, and widely distributed educational events, conferences and/or other events.
2. Serves as principal source of information to students, staff, and faculty on event activities.
3. Coordinates with vendors to negotiate costs and determine requirements of renter in regard to technical, security and/or other requirements.
4. Designs and prepares various marketing materials.
5. Coordinates conferences and/or requested services including reserving conference rooms, determining catering needs, preparing conference materials, tracking various expenditures and revenues, collecting fees and maintaining any necessary records.
6. Serves as liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events.
7. Oversees, instructs, and coordinates activities of support staff.
8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little of no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.