Manager of Fellowships and Programs

University of Tulsa•Tulsa, OK

13h

About The Position

The Manager of Fellowships and Programs reports to the Director of the Helmerich Center for American Research. This position is responsible for developing, coordinating, implementing, and evaluating public programs and fellowship initiatives that connect the Center's mission, strategies, and core ideas to the Gilcrease Museum collections, contemporary culture, and diverse community audiences. Collaborating with staff and key stakeholders within our institution, this role serves as a key point of contact for the Center and provides administrative support for the Director, HCAR/Gilcrease staff, and visiting research fellows.

Requirements

Strong organizational and analytical skills
Excellent verbal and written communication skills
Proficiency in Microsoft Office suite
Working knowledge of contemporary communications technology and social media
Ability to work independently and collaboratively in a team environment
High attention to detail and ability to meet deadlines
Budgeting, billing, and record-keeping experience
Cultural sensitivity and ability to work with diverse audiences
Demonstrated creativity in developing new models for programs and visitor engagement
Special interest in American history, art history, and Gilcrease collection areas
Ability to communicate effectively at all levels of the organization
Bachelor's Degree required in Art History, History, Visual Arts, Anthropology, Native American studies or a related field (advanced degree preferred)
Strong grounding in history, culture, and creative expressions of North America
Minimum of 2 years of experience in administrative assistance, program management, or producing public programs in a museum, university, or cultural organization

Nice To Haves

Multilingual ability, particularly Spanish, is a plus

Responsibilities

Under the leadership of the Director, design, plan, promote, and implement academic and public events in collaboration with our key stakeholders
Develop an events strategy to enhance the quantity, creativity, and effectiveness of HCAR events and programs
Manage an annual cycle of events/programs to enrich the community experience for postdoctoral fellows, visiting researchers, staff, and strengthen relationships with the broader Gilcrease/University of Tulsa community
Coordinate monthly seminars, special lectures, fellow talks, and academic programs
Organize venues, catering, travel, honoraria, and itineraries for visitors
Represent HCAR, Gilcrease Museum, and UTulsa at academic and professional conferences
Serve as the primary contact and provide support for residential postdoctoral fellows, visiting short-term fellows, and travel grant recipients
Work closely with the Director to develop expanded fellowship offerings and cohort opportunities for visiting fellows
Manage non-academic aspects of fellowships, including housing, scheduling, and orientation
Administer fellowship application cycles using Interfolio and Oracle systems, regularly update fellowship webpages, prepare documents for search committees, and respond to applicant inquiries
Promote fellowship opportunities through online postings, social media, and at conferences
Develop innovative programs that increase attendance, engage community, deepen learning, and generate revenue
Work with marketing team and staff to maintain a social media presence for HCAR
Identify contemporary cultural threads that align with the Center's core stories and mission
Collaborate with faculty, artists, scholars, students, and guest facilitators to create interdisciplinary and innovative programs
Collect, analyze, and evaluate programmatic data to revise strategies and improve outcomes
Assist the Director in managing calendars and coordinating meetings
Monitor the Center's expenditures and reconcile programming budgets
Manage logistical details including catering, supplies, contracts and payments for fellows, grant recipients, and speakers in collaboration with Liaison for Purchasing at Gilcrease Museum
Provide administrative assistance for the Center and on grant projects as assigned by the Director