Learning & Public Engagement Department Coordinator

The Andy Warhol Museum

The Learning and Public Engagement Department Coordinator works closely with the director of learning and public engagement to ensure that the department functions effectively and efficiently. Maintains a departmental calendar to schedule all programming, keep staff up-to-date, and follow up with staff members as directed. Supports the director of learning by scheduling and organizing meetings, undertaking research projects, and organizing information for reports. Schedules group and virtual programs and assigns educators based on availability. Handles a variety of administrative tasks including tracking departmental finances, record keeping, updating education related online content, and fielding inquiries.

Responsibilities

PRINCIPAL ACCOUNTABILITIES

Assists the director of learning and public engagement with efforts to document departmental activity by compiling information and drafting language for inclusion in grant reports, annual reports, board reports, and similar materials.

Schedules and coordinates departmental meetings and various other meetings with departments and external organizations. Responsibilities include scheduling; logistical arrangements; preparing materials such as agendas, handouts, and reports; and taking and distributing minutes when required.

Works with other department coordinators to maintain staffing schedule and to compile and enter accurate and up-to-date information about departmental activities in the calendar. Assigns educators to programming based on availability and training.

Schedules requests for virtual and in-person guided group programs, and includes upcoming programming on shared calendars. Schedules Education staff to lead all gallery talks, guided group tours (in person and virtual), workshops, and outreaches.

Assists the director of learning with a variety of departmental projects by securing and verifying information, doing research and finding reference materials, and drafting summaries.

Directs inquiries from the public and other departments regarding department activities to appropriate staff members for follow up.

Provides assistance on behalf of the department to membership and special events and activities.

Processes all departmental travel reimbursement requests; reconciles p-card statements; invoices, expense reports, check requests, wire transfers, journal entries and processes all incoming deposits.

Tracks all departmental and program expenditures. Monitors monthly budget statements and reconciles expenses. Meets regularly with director of learning and deputy director to review status of all budgets.

Processes petty cash for the education departmental and keeps records for CMP audit.

Process and deposit daily factory revenues,

Works with director of learning and ACE on budgeting and reporting for grants.

Sorts, files, and maintains records, correspondence, and other documents according to established systems. In accordance with departmental procedures, destroys outdated file materials or transfers them to storage as required.

Participates in departmental meetings and efforts to improve organizational effectiveness and efficiency.

Performs other duties as directed by the director of learning to further the goals of the department.

Requirements

EDUCATION & EXPERIENCE:

Bachelor of Arts or comparable degree preferred, with at least two years of administrative experience.

Background in project management, finance and development experience is preferred.

Experience proofreading and editing is required.

Experience with Microsoft Office programs, including Word, Excel, Access, PowerPoint, and Outlook, as well as scheduling and financial software such as Dayforce, Siriusware, and Financial Edge.

KNOWLEDGE, SKILLS, ABILITIES:

Must have the initiative to undertake and complete tasks and projects as they arise, do so in an accurate and timely fashion, and make recommendations for improving the overall functioning of the department.

Ability to meet deadlines under pressure is essential.

A working knowledge of basic office equipment such as copier, fax, and scanner is necessary.

Strong organizational, interpersonal, and oral and written communications skills are required.

Must be flexible, cooperative, and team-oriented.

MACHINES AND EQUIPMENT: Microsoft Office programs, including Word, Excel, Access, PowerPoint, and Outlook, as well as the Internet for research is required. Will be expected to gain proficiency in NetX and TMS, the museum’s collections management database, as well as Dayforce, Siriusware and Financial Edge following training. Personal computer, printer, fax, scanner, and point of sale system.

How to Apply

Please apply through Carnegie Museums of Pittsburgh careers page: https://carnegiemuseums.org/opportunities/search-careers/

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Posted on June 17