Gallery Coordinator

The Gallery Coordinator provides administrative operational and communications support for the Fisk University Galleries. Serving as the central coordination point for the department the Coordinator assists the Director Collections Manager Archivist and student staff to ensure efficient communication organized workflows and timely completion of projects. This position manages administrative processes procurement scheduling and routine communications while supporting visitor engagement and departmental outreach. The Coordinator also supervises student workers and helps maintain daily operational readiness for the galleries. The role is essential to the effective operation of the galleries as an academic resource and cultural hub serving students faculty researchers alumni and the broader community.

ESSENTIAL FUNCTIONS

Administrative & Operational Support

Provide administrative support to the Director including calendar coordination scheduling and document preparation.

Process and track requisitions purchase requests invoices vendor forms and procurement workflows.

Maintain organized records related to departmental purchases supplies and vendor communications.

Coordinate general departmental scheduling and assist with tracking operational deadlines.

Departmental Coordination

Serve as the primary administrative liaison among galleries collections and archives staff.

Route communications tasks and information among staff students vendors consultants and campus offices.

Coordinate with university offices including Procurement Facilities Advancement HR IT and Finance as needed.

Track ongoing projects and assist with follow-up on action items.

Student Worker Coordination

Assist with assigning student workers to areas of need across the department.

Maintain student schedules timesheets and task assignments.

Provide day-to-day oversight of student workflow and ensure timely completion of assigned tasks.

Visitor Experience & Front-of-House Support

Serve as a welcoming point of contact for visitors researchers and campus groups.

Provide general information about exhibitions gallery policies and university arts resources.

Assist with tours or brief exhibition introductions when appropriate.

Respond to inquiries by phone email and in person.

Communications & Outreach Support

Draft routine communications announcements and departmental updates.

Assist with maintaining the galleries website and basic social media updates.

Coordinate scheduling for tours meetings and gallery access requests.

General Gallery Support

Assist with preparation of materials related to exhibitions and departmental projects.

Maintain departmental filing systems and office organization.

Support daily operational readiness of gallery spaces and administrative areas.

SECONDARY FUNCTIONS

Assist with administrative components of grant documentation and reporting.

Represent the galleries at university events or community programs as needed.

Support special projects and departmental initiatives as assigned.

KNOWLEDGE SKILLS & ABILITIES

Required

Strong organizational and administrative coordination skills

Excellent communication and interpersonal abilities

Ability to manage multiple tasks and shifting priorities

Proficiency in Microsoft Office

Preferred

Experience in museums galleries cultural organizations or higher education

Familiarity with public programming or event logistics

Basic knowledge of website updates or digital platforms

Experience working with student employees

Education: Bachelors degree required. Preferred fields include Fine Arts Art History Arts Administration Museum Studies Humanities or related disciplines.

Experience: 23 years of experience in administrative support operations arts administration visitor services or higher education environments.

Additional Requirements: Successful completion of background check; official transcript and three professional references required.

PHYSICAL DEMANDS

Ability to sit stand walk communicate clearly and occasionally lift up to 20 lbs. Requires visual acuity for computer work and reading documents.

WORK ENVIRONMENT

Office and gallery environments with moderate noise levels. Occasional evening or weekend hours may be required for events or gallery programs.