Coordinator, Department Operations

The Woodruff Arts Center

7d

About The Position

The Coordinator, Department Operations provides administrative and office management support for the Deputy Director’s office and the Learning and Civic Engagement Department at the High Museum of Art. The Coordinator works closely with key staff to keep the Deputy Director’s schedule organized and ensure they are prepared, and coordinates administrative support across the department by establishing and maintaining office-support policies and procedures. The role also supports research coordination and financial reporting.

Success in this position requires project management, organization, attention to detail, time management and timeliness, prioritization, adaptability, and consideration. The Coordinator collaborates with a diverse range of internal and external stakeholders and must have excellent interpersonal skills.

The position is regular, full-time, and pays $45,000 per year. The schedule is weekdays, with some nights and weekends as needed to support programs and events. It reports to the Deputy Director, Learning & Civic Engagement.

Requirements

• Bachelor’s degree and at least two years of administrative assistant experience, or a combination of relevant experience and education.
• Excellent verbal and written communication in English, including the ability to communicate clearly and work effectively with diverse stakeholders.
• Ability to handle sensitive information confidentially.
• Ability to solve practical problems and prioritize needs in varied situations where standardization may be limited.
• Ability to interpret written, oral, diagrammatic, or schedule-based instructions.
• High proficiency in Microsoft Office, especially Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to compute rates and percentages, present financial information in report form, process invoices and expense reports, and maintain department records.

Nice To Haves

• Experience with Tessitura and/or Workday.
• Museum experience.
• Professional experience with nonprofit and/or cultural organizations.

Responsibilities

• Represent the Deputy Director’s office professionally and help ensure its efficient and effective administration and operation.
• Assist with the Deputy Director’s calendar, schedule meetings, and answer or redirect general inquiries for the Deputy Director and department.
• Coordinate arrangements for the Board of Directors Learning and Civic Engagement Committee, including scheduling, agendas and support materials, minutes, refreshments, meeting assistance, and committee correspondence.
• Make travel arrangements and prepare expense reports.
• Produce or coordinate PowerPoint presentations and assist with correspondence and special projects as requested.
• Coordinate agendas and logistics for monthly department meetings, two annual department field trips, and an annual departmental retreat.
• Coordinate logistics for the High Museum Institute for Teaching with Art, including applications, participant correspondence, on-site hospitality, and materials.
• Assist with onboarding new Learning and Civic Engagement department members.
• Oversee the external LCE program booklet, including its annual review, updates, and dissemination cycle.
• Oversee and annually revise and update the LCE department staff handbook.
• Manage department-wide Outlook calendars.
• Manage office supplies and departmental ordering, and maintain and update vendor lists.
• Monitor and coordinate maintenance requests; track meeting-room and printer functionality and efficiency.
• Coordinate hospitality for department guests.
• Compile and distribute monthly budget reports to LCE division leaders.
• Compile program research, grant-report data, and annual-report data; assist with grant reports and proposals as needed.
• Assist with data collection for specific research projects as needed.

Benefits

• Health insurance
• Life and AD&D insurance
• Dental insurance
• Vision insurance
• Short-term disability
• Long-term disability
• Flexible spending account
• Employee assistance plan
• 403(b) with employer match
• Financial wellness program
• Public Service Loan Forgiveness Program
• Paid time off
• Paid holidays, including the employee’s birthday
• Discounts and complimentary offers to visit the High Museum, Alliance Theatre, and Atlanta Symphony Orchestra

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level