Administrative Assistant, Curatorial

Museum of Fine Arts, Houston•West University Place, TX

3h•Onsite

About The Position

The Curatorial Administrative Assistant will provide support for two curatorial departments at the MFAH: Modern and Contemporary Art and Prints and Drawings. This role involves extensive administrative tasks related to subcommittee meetings, collaborations with other departments, exhibition support, and general department administration. The assistant will be responsible for preparing meeting materials, managing documentation, coordinating with various stakeholders, and maintaining organized filing systems.

Requirements

Solid clerical, organizational, and computer skills.
Detail-oriented and able to meet deadlines.
Proficient with Microsoft programs such as Word, Excel, and PowerPoint.
Previous clerical office experience, including Microsoft Suite, data entry, proofreading, Adobe Acrobat and PDF.
Must be able to work flexible hours, may include occasional evenings and weekends.

Nice To Haves

Interest in fine arts desirable.

Responsibilities

Prepare and follow up on quarterly subcommittee meetings for Modern and Contemporary Art and Prints and Drawings departments, including creating acquisition folders and reports, agendas, meeting books, and notifications.
Manage meeting logistics such as sending RSVP requests, submitting work orders and AV requests, and handling shipping or TR requests for objects.
Assist curatorial assistants with artists' questionnaires, print documentation, and generating/submitting Conservation Exam Requests.
Maintain an Excel spreadsheet for tracking in-progress agendas, tombstone information, submission dates, TR numbers, report status, and financial statements related to acquisitions.
Prepare meeting PowerPoints, order catering, set up meeting rooms, and prepare post-meeting summaries.
Prepare and submit Purchase Packet and Gift Report paperwork for new accessions, including purchase orders.
Track all acquisition paperwork through payment and financial statements.
Send regular announcements and reminders for programs and community events.
Migrate object- and artist-related materials to Permanent Collection folders at the end of the fiscal year.
Liaise with Learning and Interpretation (L&I) and Development departments for lectures, events, and promotional materials.
Assist with rotation layouts, anticipate production needs for installations, and add deadlines to Outlook calendars.
Maintain Object records in TMS with the assistance of curatorial assistants and volunteers.
Obtain rights and reproductions permissions and image files for comparative images.
Gather information from curators to submit and track formal photography requests for collection objects.
Organize flat and digital filing systems, save important email correspondence, and prepare files for Archives.
Draft, review, and mail correspondence related to acquisitions, on-view objects, and patron groups.
Handle miscellaneous mailings and shipments.
Coordinate trainings and requests for volunteers, and assist with interviews and onboarding of interns and fellows.
Coordinate travel arrangements, including airfare, lodging, and submitting requisitions and expense reports.
Submit expense reports in AX.
Assist with the organization of the annual Art + Paper patron trip to IFPDA Print Fair.
Support other curatorial administrators on an ad hoc basis with tasks such as organizing catering for meetings and assisting with non-staff travel requests.

Benefits

Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
Dental Insurance: Employee and dependent coverage through two plan choices
Vision Insurance: Employee and dependent coverage through a vision program
Life Insurance & AD&D: Employee coverage at no cost to the employee
Long Term Disability: Employee coverage at no cost to the employee
Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons.
Reserve Time Off - Used for extended illnesses.
Holidays - Full-time employees receive ten paid holidays per year
Volunteer Time Off - Employees receive up to 40 hours of paid time off annually to give back and volunteer.
Retirement Savings Plan with potential employer matching contribution.
MFAH Membership – Staff receive a free Family-level membership
Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and courses for you or your family at the Glassell School of Art.
Metro commuter subsidy available upon request