Coordinator of Public Programs

Museum of Fine Arts•Boston, MA

About The Position

Under the general direction of the Director of Public Programs, the Coordinator will support the Public Programs team by assisting with administrative duties related to the day-to-day running of the department. They will coordinate department logistics, communications, contracts, and correspondence with speakers and performers. Administrative and financial responsibilities include processing invoices and payment requests, preparing statistical information, and helping enter and maintain content on mfa.org.

Requirements

Bachelor of Arts in related discipline or related experience
1 to 3 years of related experience
Proficiency with Microsoft Office software (Word, Excel, PowerPoint)
Experience supporting successful public events
Quantitative ease for processing payments, reviewing contracts, and monitoring costs
Must be a resourceful and detail-oriented planner
Must be able to work in a high-paced, demanding environment without compromising accuracy or high standards
Must be self-motivated, energetic and a strong collaborator with an ability to effectively manage internal and external relationships at all levels
Outstanding communicator with solid verbal, written and presentation skills
Strong organizational and follow-through skills
A commitment to supporting the Museum’s values related to Inclusion, Diversity, Equity and Access (IDEA)

Responsibilities

Works with Visitor Experience team to generate box office reports using Tessitura ticketing system.
In coordination with the Director, processes invoices and payment requests for lectures, courses, concerts, films, Late Nites, and other events.
Prepares statistical information on program finances and attendance, including weekly ticket sales and attendance reports.
Assists with entering and maintaining lectures, courses, and concerts program content for mfa.org, including program and course descriptions, updates, ticketing information, images, and schedules.
Develops and processes financial contractual agreements and correspondence with speakers, bands, and/or their agents; arranges lodging and processes all corresponding travel invoices for payment.
Assists in research associated with a busy programming department, including finding information on future speakers, bands, and topics.
Collaborates with the Curator and the Communications Division on the promotion of the lecture, course, and concert programs, including developing and collating materials necessary for the promotion of events.
Places internal work orders and books rooms for programs and meetings via EMS.
Works with Media Services to ensure that all programs have the necessary technical equipment.
Works with Facilities on room set-up for all programs.
Works with the Museum’s food service to provide hospitality as needed.
Coordinates with Visitor Experience to ensure successful programs.
Order office and course supplies.
Office management.