The Walker Art Center is seeking a stellar Department Coordinator to work as a member of the Education and Public Programs team. This entails administrative support and coordination of a range of departmental functions such as invoicing, timesheets, contract management, statistics and attendance tracking. The role also provides executive assistance to the Director and Curator of Education and Public Programs in the form of calendar management, letter writing and reports, and is tasked with providing assistance at programs and events on an on-call basis.
- Administration, operations and scheduling of meetings; manage Artifax database; negotiate space reservations with other departments
- Oversee contracts, invoices and timesheets for department; assist with supporting documentation for speakers, presenters, writers, artists and other contractors for all program areas; ensure Education staff code and submit contracts, invoices and timesheets to the appropriate internal department
- Attendance tracking; ensure all staff are up to date with their attendance input and evaluation commitments
- Project management of certain events, especially those entailing community outreach and community partners relationship fostering; events and programs coordination, ensuring presentation is professional and efficient
- Travel arrangements and itineraries for speakers, guests, and staff; coordinate site visits with museum colleagues, researchers, professionals; schedule meetings with appropriate EPP staff members
- Measures of Success and Annual Report, gathering and collating text and data, compiling summaries, culling from existing resources, and authoring original copy
- Major and minor grant administration throughout year; coordinate and attend all grant meetings; assist in writing final and interim grant reports, coordinate support materials and analytics; submit final proposals and reports to development staff and distribute copies of applications and reports to appropriate staff
- Maintain Director/Curator’s schedule, correspondence, filing, and travel arrangements
- Assist with preparation of Director/Curator’s presentations
- Write correspondence and research projects as assigned
- Liaison between Director/Curator and public colleagues, donors, and patrons for incoming and outgoing communications, including drafting correspondence and problem-solving on curator’s behalf to preserve schedule
- Manage all aspects of Director/Curator’s travel: research and book flight and hotel reservations communicate with hosting organizations, execute all travel-related paperwork (business trip authorizations, expense reports, reimbursement requests, etc.)
- Manage Director/Curator’s financials, expenses, calendar, and appointments as needed
- Educational background within education, art history or liberal arts; will also consider candidates with 2 years administrative experience and a high level of interest in education, contemporary art and/or museum work.
- Administration, executive assistance, and/or project management experience is essential.
- Excellent written and verbal communication skills and poise.
- Highly organized with strong attention to detail and task prioritization; strong decision-making skills.
- Strong time and project management skillset with a proactive and problem-solving mentality.
- Travel and event planning.
- Work effectively with wide range of people (artists, administrators, funders, donors, community partners, patrons) while handling multiple projects simultaneously in a fast-paced department both independently and in a team setting.
- Knowledge and experience with the complete Microsoft Office Suite (PC), Outlook, Photoshop, social media/web, database systems, and internet research required.
Schedule and Compensation:
- Full-time (35 hours), Non-exempt; Low 30’s; Flexibility to work evenings and weekends required.
- Excellent benefits package, Walker membership and museum discount, and the opportunity to work alongside talented individuals and support remarkable artists, events and programming.
To Apply: Email letter of interest and resume to firstname.lastname@example.org.
The Walker is committed to being an inclusive workplace as well as increasing diversity in our workforce. We are an EOE/AA employer dedicated to fair and inclusive employment practices for all individuals.