Coordinator of Public Programs

Position Overview:

Under the general direction of the Director of Public Programs the Coordinator will support the Public Programs team by assisting with administrative duties related to the day-to-day running of the department. They will coordinate department logistics communications contracts and correspondence with speakers and performers. Administrative and financial responsibilities include processing invoices and payment requests preparing statistical information and helping enter and maintain content on .

Essential Functions:

Administration and Financial Coordination:

Works with Visitor Experience team to generate box office reports using Tessitura ticketing coordination with the Director processes invoices and payment requests for lectures courses concerts films 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 including program and course descriptions updates ticketing information images and schedules.

Programming and Event Management:

Develops and processes 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 and 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.

Intra-Museum Coordination:

Places internal work orders and books 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 the Museums food service to provide hospitality as needed. Coordinates with Visitor Experience to ensure successful programs.

Secondary Functions:

Order office and course supplies.

Office management.

Requirements and Characteristics:

Bachelor of Arts in related discipline or related experience

1 to 3 years of related experience

Proficiency with Microsoft Office software (Word Excel PowerPoint)

Experience supporting successful public events

Quantitative ease for processing payments reviewing contracts and monitoring costs

Must be a resourceful and detail-oriented planner

Must be able to work in a high-paced demanding environment without compromising accuracy or high standards

Must be self-motivated 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

A commitment to supporting the Museums values related to Inclusion Diversity Equity and Access (IDEA)

The Museum reserves the right to change job descriptions. 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.