Curatorial Administrative Assistant
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, this position helps keep the department’s exhibition and collections work organized and moving forward through scheduling, correspondence, document preparation, budget and invoice tracking, travel coordination, data management, and other administrative support. The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple priorities and deadlines. Strong written and verbal communication skills, proficiency with Microsoft Office, particularly Excel, and the ability to learn institutional software systems are essential. This is a primarily onsite position. Limited hybrid work may be considered after the first 90 days based on job responsibilities and departmental needs.
Requirements
- High school diploma or equivalent required; bachelor’s degree preferred.
- Two or more years of relevant administrative experience; experience in a museum, arts organization, nonprofit, educational institution, or similar environment is a plus.
- Strong organizational skills and exceptional attention to detail.
- Strong written and verbal communication skills.
- Proficiency with Google Suite, Microsoft Office, particularly Excel and Asana, with the 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.
- Interest in art, museums, cultural organizations, or the work of exhibitions and collections is welcomed.
Nice To Haves
- Experience in a museum, arts organization, nonprofit, educational institution, or similar environment is a plus.
- Bachelor's degree preferred.
Responsibilities
- Maintain and distribute the museum’s art movement and exhibition calendars, gathering, coordinating, and incorporating updates from department staff and across the institution.
- Cultivate organized departmental, exhibition, and project files, records, archives, and information related to KIA exhibition and collections procedures.
- Help 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.
- Monitor and 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 providing 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 departmental 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 at the completion of 12 months of service
- Paid time off including annual vacation, sick and personal business leave
- 11 museum holidays
- 3 floating holidays
- Discounts in the Museum’s Gallery Shop
- A household membership to the institution
- A discounted course through the Kirk Newman Art School
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
