Responsibilities - Being the primary administrator for the Programming department which includes but is not limited to:

( Production Support )

• File and organize project files on the company server. Review files and correspondence to ensure proper documentation and storage.

• Update and maintain departmental calendars and project specific calendars.

• Support the production of artist commissions, exhibitions, live events, and programs by contributing to research, drafting of memos, production documents, and other materials as directed by the Head of Programs or Project Manager.

• Help source and maintain contact with materials, vendors, and labor for projects.

• Track deadlines and deliverables related to project insurance requirements, permits, standard contracts, and on-site maintenance.

• Provide on-site production coordination from install, guest services, and de-install.

• Coordinate volunteer recruitment, establishing and monitoring key timelines, schedules and correspondence.

( Department Administration )

Financial

• Serve as key administrator for expense tracking, updating financial records with day to day project expenses, reimbursements, and payments.

• Process all departmental payment requests and maintain up to date and organized financial records.

• Facilitate payment of vendors and contractors

• Draft and execute programming related documents, production materials, and written materials as directed by the Head of Programming and Project Manager.

• Arrange meetings and maintain calendars for the department including programming, curatorial, interdepartmental and project-focused meetings

• Maintain and update the department’s contact lists and database management

• Take notes at meetings and track note circulation and delegation of assignments

General correspondence

• Monitor general email accounts and track correspondence

• Respond to and file unsolicited submissions, invitations and department inquiries

• Maintain orderly inventory of supplies in office and on site, identify needs and replacements throughout project planning, install, and exhibition/event cycle.

• Make travel arrangements for team, artists, and vendors. Support coordination of presenter, artist, and staff travel for the annual Summit and meetings.

Qualifications and Requirements

• 1-3 years of professional experience working in a similar support capacity; artist, board and/or donors is a plus

• Commitment to accuracy and detail with the ability to maintain a calm and composed presence through fast-paced work days

• Comfort with juggling and prioritizing multiple projects while being able to create and meet deadlines with minimal supervision

• The ability to exercise keen judgment and discretion with artists, board members, donors, partners and the public

• Excellent writing skills, proven grasp of grammar and expression

• Proficient in Microsoft Word and Excel, Dropbox, and Google Drive Suite.

• Familiarity with InDesign, SketchUp or similar 3D modeling platforms, and Social Media platforms a plus