Education Department Coordinator

the McNay Art Museum•San Antonio, TX

About The Position

Reporting to the Head of Education, this full-time position is responsible for general administrative and coordinating duties in support of the Education Department and the Head of Education. The role provides essential support for meetings, tours, and program assistance within the Education Department.

Requirements

Strong organizational, multi-tasking, and communication skills.
Strong background in high volume administrative environments.
Proficiency in using MS Office software such as Outlook, Excel, and Sharepoint, Adobe Creative Suite software such as InDesign and Photoshop.
Must have excellent attention to detail to monitor department budget and purchases.
Must be able to operate a motor vehicle, maintain a valid operator’s license, have proof of insurance, and have a good driving record.
Excellent in all forms of communication including written, verbal, and interpersonal, and strong customer service skills.
Ability to work collaboratively with the public, staff, and volunteers, and create an individual workflow.
Three + years in an administrative role requiring strong organizational, communication, and multi-tasking skills.

Nice To Haves

Data analysis, business, and finance a plus.
Experience with financial software (Netsuite or Altru a plus).
Spanish or other language fluency is preferred.
Two + years of work experience with a non-profit or cultural institution preferred.

Responsibilities

Processes all purchase orders and electronic requisitions (e-reqs) for the education department in accordance with finance department procedures and the account codes system in Altru.
Attends department meetings and provides general administrative support including the preparation of agendas, distribution of correspondence, and note taking. Responsible for the logistical arrangements for department meetings.
Coordinates all requests for museum tours (docent-led, staff-led, self-guided, or other) in accordance with department procedures.
Corresponds with teachers, staff, and docents for all tour needs.
Drafts contracts for art workshops with Communities in Schools (CIS) groups and other special collaborations with tour groups and submits the signed contracts to finance.
Responsible for the administrative tasks related to the docent program including new docent training, docent continuing education, docent meetings, and Luncheon events.
Facilitates program check-in, welcomes visitors for education programs and collects attendance for each event.
Collaborates with Education team to maintain statistics, attendance, and budgetary reports on all tours, education programs, and bus reimbursements.
Communicates this information with all necessary departments and staff.
Maintains and regularly updates mailing & emailing lists for all educational programs.
Compiles email lists for marketing.
Coordinates mailings for educational programs.
Assists the Head of Education with entry requests on the museum’s master calendar and assists with entering facility worksheets on the master calendar for the education department.
Fields department inquiries from public, staff, and volunteers, and aids in a polite and professional manner.
Assists the Head of Education with maintenance of education activity areas in the galleries and museum with Education interns by refilling supplies and reporting when new supplies are needed.
Performs other administrative and coordinator tasks as assigned.