Latin American Art Project Administrator

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Posted: 3 March 2022
Full-time
The Audrey Jones Beck Building
Responsibilities – Latin American Art

General

Provides administrative support for LAA/ICAA Director and Assistant Curator
Formats correspondence, reports, scholarly articles, checklists, manuscripts, purchase orders
Makes LAA/ICAA Director travel arrangements (including international travel) and prepares travel expense reports
Coordinates travel arrangements for visiting speakers, artists, collectors
Maintains LAA/ICAA Director calendar/appointments
Handles all arrangements for Latin American Art subcommittee: reserves meeting room, audio-visual equipment, food/beverages, oversees room set-up/clean-up, sends meeting notices, prepares agenda packets, takes notes, composes and types minutes, distributes minutes
Prepares and coordinates special mail-outs related to exhibitions or special events
Prepares guest lists, tracks RSVPs, and assists with the organization of special dinners and events related to exhibitions, symposia, fund-raising, etc.
Maintains and updates the Latin American Art mailing list
Maintains departmental files
Screens and directs telephone calls

Support groups:

Assists Curator/ICAA Director and Assistant Curator in the organization of the Latin Maecenas trips and events, as needed
Participates in Curatorial Department administrative group meetings for the purpose of improving work procedures, planning and assigning work, sharing ideas, and providing mutual support

Responsibilities – ICAA

General:

Assists ICAA Associate Director with official correspondence and outreach. Reviews and formats correspondence to assure it is consistent and within the parameters of the Project scope
Serves as liaison between ICAA, MFAH administration departments, and partner institutions or organizations
Coordinates and schedules ICAA meetings and other project-related meetings (virtual and in-person) as needed
Assists in coordinating logistics for University of Houston partnership initiatives, including the annual seminar, workshops, and summer institutes (booking rooms, scheduling A/V, procuring and distributing readings to students and faculty)
Arranges travel for ICAA staff
Assists ICAA Associate Director in general accounting for the department including tracking, managing, and updating as necessary all ICAA budgets. Assists in drafting quarterly and annual budget memos and reports
Assists the ICAA Director and Associate Director in purchase order approval and invoice processing for all service providers, consultants, and ICAA contractors
Assists in updating contracts
Oversees administration and invoice processing for all ICAA Documents Project contractors (researchers, translators, copyeditors). Assists ICAA Imaging Associate in processing invoices for image and copyright permissions for Documents Project and other ICAA publications
Oversees the organization and maintenance of ICAA administrative files (digital and paper)
Orders supplies and equipment as needed. Procures or renews subscriptions, licenses, etc.
Manages issues related to acquisition and/or use of software, as well as equipment use and repair for ICAA staff

Events, Conferences, and Symposia:

Prepares mail outs for conference and other events. Distributes and tracks invitation letters and announcements
Coordinates conference planning meetings and oversees organizational logistics including administrative meetings, public sessions, entertainment, transportation, etc.
Assists in coordinating conference agenda, including events, meetings, entertainment, etc.
Arranges all travel, accomodations, and on-the-ground logistics for attendees
Identifies, contacts, and coordinates service providers

Skills, Knowledge, and Abilities:

Fully bilingual in English and Spanish
Must be detail-oriented, able to multitask, and to meet deadlines
Basic accounting knowledge. Experience using accounting software
Proficient in Microsoft 365 Suite (Office, Sharepoint, Teams) and digital collabration and conferencing tools (Google Drive, Zoom, etc.) Working knowledge of Adobe Creative Suite.
Strong organizational, clerical, and word processing skills
Transcription skills; strong spelling, grammar, and writing skills
Ability to take and compose meeting minutes
Pleasant and professional telephone manner, comfortable interacting by telephone and in person with individuals of diverse nationalities and backgrounds
Must be able to attend occasional after hour departmental events both at the museum and elsewhere

Education and Experience:

Bachelor or associate degree in a related field (business, administration, project management, arts or humanities) preferred OR an equivalent combination of experience, certifications and education from which comparable and demonstrable knowledge, skills and abilities have been achieved
Five years experience administering and managing research or similar projects

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

The MFAH has extensive COVID mitigation protocols in place to provide for a safe working environment, including:

Plexiglas partitions for staff members who do not work in offices;
Temperature checks at entrances;
Onsite COVID testing for staff who work in close contact with colleagues or visitors;
Sanitizing stations

Equal Opportunities for All

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