The Division Coordinator, Presentation provides administrative support and project management to the Director of the Presentation division and to three department heads. The Coordinator serves as the "go to" person for the many internal and external customers who interact with the Presentation division. The Presentation division includes five departments: Exhibition Design, Exhibition Installation, Exhibition Management, Graphic Design and Imaging Services.
Act as a liaison between the Presentation division head and the Presentation department heads by scheduling for the Director, coordinating all meetings and trainings, and providing general administrative support.
Accurately and effectively maintain computerized and/or manual filing systems for departmental reports, correspondence, budgets, financial records, supplies, etc. Implement new systems as appropriate.
Manage all office functions of the department including: maintaining department schedules; Design procedures; staff development requests/arrangements; travel arrangements; contract bids (RFPs); and contract completion vs. billings.
Budget Tracking & Reporting
Complete all internal/external projection/budget functions for the division, including digital tracking, hard copy filing, quarterly projections vs. actuals for the division and institutional projects, all budget planning, implementation, purchase card recording, invoicing, etc.
Completes “special projects” as assigned by the Director of Presentation and three department heads.
To oversee volunteers, interns, temps who are assigned to the division.
Background in design and/or art history is desired, but not required.
Minimum of three years administrative experience with bookkeeping responsibilities.
Experience working with paying invoices, purchasing, tracking of supplies, allocating labor and materials to projects and other general office functions.
Ability to manage projects, work effectively, and maintain accurate records.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) required.
Ability to interact with vendors and outside contractors, as well as Museum staff members in a professional and courteous manner and to build strong working relationships.
Excellent verbal and written communication skills.
Ability to maintain confidentiality.
While performing the duties of this job, the Division Coordinator is occasionally required to stand; walk; sit; use hands; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The Division Coordinator must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by the job include close vision, distance vision, color visions, peripheral vision, and depth perception. Must also be physically capable of traveling and operating a motor vehicle.