Coordinator of Public Programs
Museum of Fine Arts, Boston
Under the general direction of the Director of Lectures, Courses and Community Celebrations, the Coordinator will support the Public Programs team by assisting with administrative duties as related to the day-to-day running of the department. They will coordinate department logistics, communications, contracts and correspondence with speakers, bands and agents. Administrative and financial responsibilities include assisting with invoice and request for payments, preparing statistical information and helping with entering and maintaining content on mfa.org. The Coordinator will also work closely with colleagues in Media Services, Facilities, Visitor Experience, and food services to ensure the successful support of programs. They will also act as a staffing resource for day-of event production.
ESSENTIAL FUNCTIONS:
Administration and Financial Coordination:
Works with Visitor Experience team to generate box office reports using Tessitura ticketing system. In coordination with the Director processes invoices and requests for payment for lectures, courses, and concerts, film and Late Nites and other events.
Prepares statistical information on program finances and attendance, including weekly ticket sales, and attendance reports.
Assists with entering and maintaining lectures, courses and concerts program content for mfa.org; including program and course descriptions, updates, ticketing information, images, and schedules.
Programming and Event Management:
Coordinates logistics and communications with instructors, speakers and bands.
Develops and processes with financial contractual agreements and correspondence with speakers, bands and/or their agents; arranges lodging and processes all corresponding travel invoices for payment.
Assists in research associated with a busy programming department, including finding information on future speakers, bands, topics.
Communications
Collaborates with the Curator and the Communications Division on the promotion of the lecture, course, and concert programs including developing and collating materials necessary for the promotion of events. Works with the social media team to coordinate the best effort in getting word out about programs.
Performs other duties as required or necessary.
While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised.
Intra-Museum Coordination:
Places internal work orders and booking rooms for programs and meetings via EMS. Works with Media Services to ensure that all programs have the necessary technical equipment. Works with Facilities on room set-up for all programs. Works with Museum’s food service to provide hospitality as needed. Coordinates with Visitor Experience to ensure for successful programs.
Day of Event Proroduction
Supports the Curator in liaising with other Museum departments that provide services necessary to the production and support of lectures, courses and concerts. Assists the Curator and Manager in day-of program logistics as needed.
Assists with the set-up of the green room for performers, helps with load-in and load-out and assists the Curator to ensure that the venues are properly prepared.
SECONDARY FUNCTIONS:
Order office and course supplies.
Office management.
REQUIREMENTS:
- Bachelor of Arts in related discipline or related experience
- Proficiency with Microsoft Office software (Word, Excel, PowerPoint)
- Experience supporting successful public events
- Must be a resourceful and detail-oriented planner
- Must be able to work in a high pace demanding environment without compromising accuracy or high standards
- Must be energetic and a strong collaborator with an ability to effectively manage internal and external relationships at all levels
- Outstanding communicator with solid verbal, written and presentation skills
- Strong organizational and follow-through skills
- Must be flexible and willing to work nights and weekends during key events, such as Late Nites