Curatorial Administrative Coordinator, Legion

COFAM- Corporation Of the Fine Arts Museums•San Francisco, CA

15d•$32 - $43•Hybrid

About The Position

The Fixed-Term Curatorial Administrative Coordinator, Legion of Honor, supports the functions of curatorial departments at the Legion of Honor, working closely with the Chief Curator in an administrative capacity. Essential functions of this position include: administrative support and project coordination for the Chief Curator; administrative support for documentation and management of the European paintings collection; administrative support on expense reporting and budget tracking for Curators-in-Charge of European Decorative Arts and Sculpture and of Ancient Art. This fixed-term position is 6 months, with an anticipated start in April 2026.

Requirements

Bachelor’s Degree, preferably in art history or a related field within the humanities.
Three years of office administrative experience, working with a senior-level manager or director
Self-motivated, highly organized, and deadline-driven.
Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy.
Ability to thrive in a fast-paced environment. Time management skills are essential.
Knowledge of basic business math skills.
Knowledge of modern office methods, practices, and procedures.
Knowledge of various filing systems and report writing.
Exceptional interpersonal skills.
Ability to establish and maintain effective and appropriate working relationships with a wide variety of individuals, including staff, outside contractors and vendors, volunteers, trustees, senior staff, the general public, and outside organizations.
Strong follow-through skills and problem-solving skills with an ability to meet deadlines.
Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures.
Proven record of accomplishment in outstanding administrative skills.
Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
Available to work nights and weekends for events or deadlines as needed.
Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite, PaperSave, and other standard office procedures and equipment.
Ability to work on the computer on a continuous basis; basic understanding of databases. Performs work responsibly and in a timely manner, exercising considerable independence and sound judgment in making decisions, and a strong ability to prioritize.

Nice To Haves

Work in a museum or similar environment strongly desired.
Project management experience is a plus, but not required. Training can be provided.
Working knowledge of The Museum System (TMS) and Asana, a plus but not required.

Responsibilities

Provides administrative support to the Chief Curator, including but not limited to scheduling meetings, answering or arranging calls, organizing and prioritizing post (physical mail) and e-mail, managing Google calendar, organizing and drafting correspondence.
Coordinates interdepartmental meetings and collaborative projects involving all three Legion of Honor curatorial departments (European Paintings, European Decorative Arts and Sculpture, Ancient Art), including gallery didactics, joint installations, and joint public programming. Prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested.
Using the collection management database (TMS) and project management software (Asana), supports the documentation and management of the European paintings collection, tracking and recording acquisitions, loans, and installations.
Builds and maintains paper files on objects in the European paintings collection.
Maintains exhibition checklists and coordinates curatorial workflow of loan letters for exhibition projects originating in the European Paintings department, managing templates and, under direction, drafting requests.
Coordinates business travel for Chief Curator; creates and processes expense and credit card reports for Chief Curator as well as for Curators-in-Charge of European Decorative Arts and Sculpture and of Ancient Art.
Working with corresponding department heads, tracks budgets for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings.
Enters and tracks purchase orders in the P.O. database and processes invoices in PaperSave for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings, subject to final review and signature by relevant department heads and members of the Leadership Team.
Maintains and updates documents and spreadsheets in Google drive including: object lists, task schedules, budgets, and draft documents.
Performs general administrative work for Legion of Honor curatorial departments. Processes memos and requests.
Under direction, creates PowerPoint/Google Slides presentations for the Chief Curator.
Proactively anticipates future needs based on upcoming events, meetings, deadlines, installations, and other activities;
Performs other duties as assigned.