Administrative Assistant, Education and Community Engagement, Temp (7 months)

San Francisco, CA - USA

Monthly Salary: $ 29 - 34

Posted on: 6 days ago

Vacancies: 1 Vacancy

Job Summary

The San Francisco Museum of Modern Art is one of the largest museums of modern and contemporary art in the United States and a thriving cultural center for the Bay Area. We cannot imagine life without art; it inspires and connects us every day. Now more than ever these connections matter and are aligned with our values.

Inclusive: We strive to be a museum of many voices in dialogue.

Passionate: We believe working with art is more than a job or trusteeship - its a way of life.

Brave: We are committed to approaching our work with courage and a sense of adventure always ready to explore new perspectives.

Empathic: We aim to act like a person not an institution.

SFMOMA is a place for the infinitely curious to explore support and experience the art of our time. We believe that modern and contemporary art can influence the way we think view the world and embrace the many voices and perspectives around us. We aspire to foster an environment that elicits joy nurtures a sense of belonging and purposewhere difference is seen as a strength and every one is appreciated for their whole self.

Schedule: Full Time 35 hours/week Temporary (7 months) at least three days working onsite

The Education and Community Engagement Division oversees public programs and community engagement projects for adult and college age audiences pre-K 12 educators and students family audiences publications interpretive media and gallery interpretation. Under the supervision of the Chief Education and Community Engagement Officer the Administrative Assistant EdCE provides administrative program and research support for the Education and Community Engagement Division. The position provides administrative support for division finances correspondence and grant reporting coordinates day-to-day functions of the Education and Community Engagement Division including its meetings and programs and ensures smooth functioning of the departments operations.

Success for the Administrative Assistant will be to:

Support the Divisions efforts to create experiences and materials that are relevant and meaningful to the lived experience of its multiple audiences

Keep the day-to-day business of the Division running smoothly

In the first year of work in this position key milestones will be:

After 30 days: Establish understanding of key roles processes and work products across the Division. Contribute to projects as assigned. Begin developing departmental cross-departmental and cross-divisional relationships necessary for collaborative work.

After 90 days: Demonstrate understanding of museum processes contribute to an increased number scale and variety of projects with increased responsibility while continuing to develop collaborative approach to projects.

After 1 year: Demonstrate project management skills including increased ability to work independently and problem-solve proactively on multiple simultaneous projects; contribute to refining departmental and cross-departmental workflows; and deepen key professional collaborations.

Responsibilities & Duties

Manage Chief EdCE Officers calendar travel and expense reports.
Schedule departmental interdepartmental and external meetings and coordinate calendars across departments.
Assist with preparation for and maintain accurate records of EdCE Committee meetings Department Heads meetings and other meetings as assigned including creating agendas and PowerPoint slides and taking minutes or notes as requested.
Work with department heads to maintain track and update Division budgets both forecasted and actual in Excel and Adaptive Insights financial software.
Assist with preparation and monitoring of the Divisions annual budgets including the prompt processing of invoices reimbursements check requests expense reports and office supply orders.
Manage travel budgets and arrangements including accommodations and transportation for visiting artists and public program participants.
Ensure that the Koret Education Center Policies and Procedures are updated and available to museum stakeholders.
Act as main point of contact for Koret Education Center space requests from museum departments and route requests for approval.
Support the Director of Education and the Director of Public Engagement with maintenance of the Koret Education Center and its events.
Provide occasional support planning and logistics for selected public programs as directed.
Assist in organizing team-building efforts across the division such as planning retreats and social gatherings.
Process forms purchase orders and other records specific to departmental operations.
Track program attendance and related reports in Excel and Tessitura software.
Support reporting for grants to Philanthropy including providing attendance and financial information.
Maintain and update mailing lists across the Division and send regular internal communications to staff and Board on Division activities.
Draft and produce correspondence with completeness accuracy proper grammar spelling and usage as well as in compliance with SFMOMA and departmental policies and procedures.
Provide research assistance as requested (e.g. image research for in-gallery interpretation preparing materials).
Undertake other tasks as may reasonably be requested.

Qualifications & Skills

Undergraduate degree (BA BS or BFA) or equivalent experience
Minimum of one (1) year of administrative or related experience.
Ability to communicate effectively in person on screen and in writing.
Extraordinary organizational and time management skills with the ability to manage competing priorities meet critical deadlines and follow-up on assignments.
Self-directed with a proactive approach to working effectively on several projects concurrently.
Possess ability to visually inspect work.
Commitment to maintaining confidentiality and ability to handle situations of a highly sensitive nature.
Proficiency with standard office equipment and current technologies and software including Microsoft Office Suite Asana and AirTable.
Availability to work evenings and some weekends.
Interest or background in art design art education museum studies and/or community engagement is a plus.

Working Conditions

Ability to work occasional weekend and frequent evening hours (in particular Thursdays)
Light lifting moving long distances between building facilities

$29.14 - $34.97 an hour

$29.14/hour (starting); $34.97/hour (position)

This is a union position subject to the provisions of the Collective Bargaining Agreement.

Job posting open date:12/1/25

All jobs posted will remain open for at least five business days.

We encourage both internal and external candidates to apply within the initial open posting period as the application close date may or may not be extended beyond that initial period.

Location: San Francisco 151 3rd Street.

Benefits: PTO Medical Dental Vision Flexible Spending Accounts Pet Insurance Life and AD&D Coverage Disability Insurance Mental Health and Wellness Benefits Discount Programs Pre-Tax Commuter Benefits 403(b) Retirement Savings Plan SFMOMA Membership and more

At SFMOMA we do not believe that any applicant can or should meet every qualification listed in a job posting. We are committed to welcoming applicants from all backgrounds and professional paths who are inspired to join a mission-driven community-oriented organization grounded in inclusivity passion bravery and empathy.

If this describes you we encourage you to apply.

Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records.

SFMOMA is an equal opportunity employer that is committed to diversity equity inclusion and accessibility. No person shall be discriminated against based on race color religion gender gender identity age genetic informationancestry/national origin marital status disability medical condition HIV status sexual orientation veteran/military status and any other category protected by federal of state law.

You may request reasonable accommodation if you are unable to or are limited in your ability to access job postings or provide additional information asked in the job posting.

You can request reasonable accommodation by contacting the People Team at emailprotected.

We may use artificial intelligence (AI) tools to support parts of the hiring process such as reviewing applications analyzing resumes or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed please contact us.

Required Experience:

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