Curatorial Administrative Assistant

Kalamazoo Institute of Arts•Kalamazoo, MI

6d•Onsite

About The Position

The Kalamazoo Institute of Arts seeks a part-time Curatorial Administrative Assistant to provide administrative and operational support to the Curatorial Department. Reporting to the Director of Curatorial Affairs, the role helps organize and advance exhibition and collections work through scheduling, correspondence, document preparation, budget and invoice tracking, travel coordination, data management, and other administrative support. The position is primarily onsite in downtown Kalamazoo, Michigan. Limited hybrid work may be considered after the first 90 days, depending on responsibilities and departmental needs. This is a 20-hour-per-week position. It primarily involves computer and desk work, with periodic standing and walking throughout the museum. The role may occasionally require attendance at events or work outside regular business hours. The hourly rate is $20.00–$21.50, with the starting rate based on experience and internal pay equity.

Requirements

High school diploma or equivalent.
Two or more years of relevant administrative experience.
Strong organizational skills and exceptional attention to detail.
Strong written and verbal communication skills.
Proficiency with Google Suite and Microsoft Office, particularly Excel, and Asana; ability to learn new software and data systems.
Ability to manage multiple projects, deadlines, and priorities with limited supervision.
Sound judgment and discretion in handling confidential or sensitive information.
A collaborative, service-oriented approach to working with colleagues and external partners.
Ability to communicate effectively in person, by telephone, and electronically.

Nice To Haves

Bachelor’s degree.
Experience in a museum, arts organization, nonprofit, educational institution, or similar environment.
Interest in art, museums, cultural organizations, or the work of exhibitions and collections.

Responsibilities

Maintain and distribute the museum’s art movement and exhibition calendars, gathering and coordinating updates from department staff and across the institution.
Maintain organized departmental, exhibition, and project files, records, archives, and information related to exhibition and collections procedures.
Track deadlines, deliverables, and administrative details related to exhibitions and collections.
Prepare and coordinate correspondence, reports, presentations, proposals, and other departmental materials.
Respond to routine inquiries and requests for information about Curatorial Department activities, policies, and procedures.
Schedule and coordinate meetings, convenings, and departmental events; prepare agendas and supporting materials as needed.
Manage calendars for the Director of Curatorial Affairs and department or project teams as needed.
Coordinate domestic and international travel for staff, visiting artists, lenders, couriers, consultants, translators, and other guests, and provide additional administrative support as needed.
Prepare expense reports and assist with budget preparation, department expense tracking, invoices, contracts, and vendor payments in coordination with the Finance and Operations departments.
Compile and organize data for departmental reports, presentations, and planning.
Support day-to-day departmental operations and identify opportunities to improve procedures, communication, and workflow.
Perform other administrative duties in support of the Director of Curatorial Affairs and the Curatorial Department as needed.

Benefits

Retirement program with employer contribution available after 12 months of service.
Paid time off, including annual vacation, sick leave, and personal business leave.
11 museum holidays.
3 floating holidays.
Discounts in the Museum’s Gallery Shop.
Household membership to the institution.
Discounted course through the Kirk Newman Art School.

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