Administrative Coordinator Education

Job details:
The Solomon R. Guggenheim Foundation
Expiring Date: 01 December 2017
Date: 03 October 2017
Sector: Education
Function: Administration
Contract: Full Time
Salary: Salary according to the experience
Place of work: United States (New York)
The Solomon R. Guggenheim Foundation

Job Description

The Solomon R. Guggenheim Foundation is seeking an Administrative Coordinator for the Education Department. Reporting to the Deputy Director and Gail Engelberg Director of Education the Administrative Coordinator, Education is responsible for providing administrative support for the Department’s Executive Administration and coordinating department-wide needs related to programming, finance/budgets, development/board, the Sackler Center for Arts Education facilities and other project initiatives as designated.

Founded in 1937, the Solomon R. Guggenheim Foundation is dedicated to promoting the understanding and appreciation of art, primarily of the modern and contemporary periods, through exhibitions, education programs, research initiatives, and publications. The Guggenheim network that began in the 1970s when the Solomon R. Guggenheim Museum, New York, was joined by the Peggy Guggenheim Collection, Venice, has since expanded to include the Guggenheim Museum Bilbao (opened 1997) and the Guggenheim Abu Dhabi (currently in development). Looking to the future, the Guggenheim Foundation continues to forge international collaborations that take contemporary art, architecture, and design beyond the walls of the museum. More information about the foundation can be found at guggenheim.org.

Key Responsibilities

Executive Administration and General Departmental Needs
  • Maintain Deputy Director and Directors’ calendars and contacts and assist with scheduling appointments; arrange business travel
  • Provide a welcoming and helpful presence to all visitors of the Sackler Center for Arts Education and respond to their questions
  • Collect, distribute, and submit all documents requiring Deputy Director’s approval, both hard copy and in Concur as appropriate
  • Collect and organize mail, handle all correspondence and other written documents as assigned
  • Schedule events/spaces in the Sackler Center for both Education Department-related meetings and events and other museum-wide requests
  • Respond to general inquiries sent to the department and to all phone and email inquiries to the general education account as needed
  • Update and add new individuals to mailing list on Raiser’s Edge software
  • Update department staff lists and organizational charts, including on staff intranet
  • Work with other departments including Facilities, Operations, and IT to coordinate requests for equipment and repairs. Oversee the maintenance and upkeep of the public education spaces of the Sackler Center
  • Assist with cross-departmental coordination of Sackler Exhibition planning, implementation and installation/deinstallation
  • Assist Development and Finance with Education related needs
  • Create exhibition budgets for grant proposals
  • Collate actual expenses for exhibition related programs
  • Coordinate research materials and exhibition catalogue orders for the department; submit Distributed Materials forms to Retail when catalogues arrive
  • Represent Education Department at monthly calendar meetings and manage the 1071 Calendar on an ongoing basis
  • Maintain departmental program statistics, press and marketing materials; coordinate program documentation for selected events and maintain image files for future use
  • Create monthly department meeting agenda, and take meeting notes
  • Schedule quarterly phone conferences with Guggenheim Museum Bilbao and create and disseminate meeting notes
  • Assist with Guggenheim Abu Dhabi related meetings and programming
  • Coordinate and document annual department retreat; collate, edit and maintain all strategic plan documents
  • Maintain office supply cabinet and place orders monthly
Finance/Budgets
  • Submit T&E reports for Deputy Director and Directors’ expenses
  • Work with each program area to create annual budgets and coordinate/attend meeting with Finance Department to track changes
  • Track expenses and review monthly budget management reports checking for accuracy. Assist with the re-projection process. Process budget reclassifications
  • Interface with Finance Department regarding new policies, updates, and miscellaneous needs
  • Coordinate distribution and submission of department timesheets to finance
  • Complete and submit expense reports for Department American Express account.
Development/Board Related
  • Education Committee (EC)
    o Assist Directors with correspondence to and stewardship of EC members
    o Coordinate three to four EC meetings per year
    o Draft minutes for every meeting
    o Work with Education Directors and the Development Department to coordinate additional EC activities and events
  • Board Meetings
    o Compile Board materials for the Department
    o Assist with the creation of the Education Board update presentation
  • Coordinate requests from colleagues/ funders/Development Department for visits to the Sackler Center and meetings with Education Department staff; prepare customized education packets to address interests
Aye Simon Reading Room Library and Volunteers
  • Maintain Reading Room library making sure all books are properly labeled and new books are ordered as appropriate
  • On a case-by-case basis as needed, coordinate packing and shipping of books to and from the Reading Room
  • Purchase new books for each rotunda exhibition and others as appropriate, working with Curatorial to determine which books should be ordered
  • Track expenses for Aye Simon Reading Room budget
  • Create and maintain volunteer schedule
  • Coordinate volunteer meetings and tours
  • Act as primary point-person for Volunteers and respond to inquiries on the Aye Simon email account

Qualifications and Requirements

  • B.A. degree in art education, art history, education or related field
  • 2-3 years administrative experience required
  • Excellent interpersonal, organizational, and writing skills
  • Ability to work with the public in a professional manner, handle multiple tasks, and maintain deadlines
  • Strong customer service skills and prior experience working in a cultural institution highly desirable
  • Detail-oriented, adept at handling common business software and processing budgetary and statistical information
  • Proficiency with Microsoft Office programs, PC and Mac OS, and Raiser’s Edge
  • Adept at and interested in budget and finance-related tasks

The Guggenheim offers a competitive salary and excellent medical, dental, life, disability, and retirement plan coverage. Our staff also enjoys generous vacation, sick leave and personal days, access to a variety of cultural institutions, discounts to museum stores, and a stimulating and collegial work environment.

Qualified applicants please send your resume and cover letter, including salary expectations, to [email protected]. Indicate the job title “Administrative Coordinator, Education” in the subject line.

The Solomon R. Guggenheim Foundation is an equal opportunity employer.

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