Administrative Assistant

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Posted: 25 February 2022
Full-time

Job details
Description
Provides coordination, curatorial, and administrative assistance for the Core Program, a postgraduate residency for artists and critical writers. As the link between the residents and the Core administration—and between the program and other museum departments—the Program Coordinator will have excellent interpersonal skills and the ability to work collaboratively, as well as the ability to schedule and execute assignments independently. This position combines curatorial assistance with office management.

Responsibilities:

Programming

Organizes production of all Core publications; coordinates scheduling and submission deadlines; copy edits and proofreads texts; processes images; assists with rights and reproductions; coordinates design and printing
Arranges travel and accommodations for visiting artists and scholars; coordinates seminars, lectures, studio visits, screenings, and other programming; assists in preparation of press materials and announcements; supervises hosting of visitors; schedules program events on museum master calendar
Prepares and processes honorarium payments for Core visitors

Exhibitions

Assists exhibition curators, including the director and associate director, Core fellows, and guest curators with all aspects of exhibitions, including logistics and installation
Coordinates exhibition scheduling, loan requests, shipping, gallery preparation, press releases and mailers, receptions and events
Oversees design and production of publications
Interfaces with other museum departments including the Registrar, Publications, Development, Public Relations, Design, Hirsch Library, Image Library, Special Events, A/V, Security, Engineering & Facilities, and Photo Services departments

Residents

Responsible for all communication with Core fellows regarding programming, scheduling, visitors, etc.
Oversees all aspects of Core fellows’ orientation; coordinates preparation of immigration paperwork and documentation; coordinates studio assignments and preparation
Acts as liaison and first point of contact for Core fellows for matters related to HR, Payroll, Accounting practices, other MFAH Departmental procedures, etc.
Coordinates preparation and processing of stipend payments
Coordinates all recruiting activities including ad placement, mailings, and correspondence
Coordinates all aspects of online admissions review process and organizes and administers in-person review panel meeting

Core Subcommittee

Records minutes of subcommittee meetings
Organizes special events
Updates subcommittee on Core events and programming
Maintains database of Core alumni activities; produces and distributes quarterly newsletter

Program Support

Maintains Core website; assists with planning and implementation of website redesign; responsible for keeping MFAH website information current
Assists with grant writing and research; maintains current resident and alumni files; develops and maintains image database; interfaces with development on fundraising events and annual Core edition
Maintains files and archives of visitors, fellows, and subcommittee members; responsible for annual report and trustee meeting documentation; maintains Core mailing and e-mail lists
Acts as liaison and first point of contact for callers and electronic enquiries about the Core Program
Handles all administrative tasks related to Core programming and associate director’s activities, including travel and conference arrangements
Assists director and associate director with research for lectures, seminars, presentations, publications, and program development
Other duties as assigned

Skills, Knowledge, and Abilities:

Superior ability to work independently with excellent follow-through and prioritization
Computer experience (PC and Mac word processing, PowerPoint, spreadsheet and database); fluency with digital technology and image processing
Excellent communication skills and ability to work collaboratively
Sophisticated research, copy editing, and proofreading skills
Superior organizational skills and attention to detail
Ability to work weekends and evenings

Education and Experience:

3-5 years administrative experience and office management skills
Bachelor’s degree in an art-related field preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.

Working Conditions and Physical Demands

The MFAH is an organization comprised of 600+ employees and 1,000+ docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media.

Work will primarily be performed in an office and museum gallery environments. Physical demands may vary. Work may involve extended sitting and computer use.

Work and Culture at the MFAH – Benefits Offered

Medical, Vision and Dental Insurance
Life and Long Term Disability Insurance
MFAH Retirement Savings Plan (403b)
Flexible Spending Plans
Paid Time Off, Reserve Time Off, Volunteer Time Off, Holiday Pay
Museum Membership and Discounts

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and to our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: HR@mfah.org