Museum of Fine Arts Coordinator

Spelman College Portal•Atlanta, GA

6d•Onsite

About The Position

The Museum of Fine Arts Coordinator serves as the primary point of contact for the museum, managing communications, supporting daily operations, and delivering high-quality customer service. The role coordinates events and departmental activities, manages vendor and contractor relationships, and supports logistics for exhibitions and special programs. This position also oversees financial and administrative functions, including budget tracking, procurement, inventory management, and general office support.

Requirements

High school diploma
five years of related work experience
superior customer service focus
excellent verbal and written communication skills
time management skills with the ability to handle multiple projects
Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact
Excellent oral communication skills are required when providing information and responding to questions from faculty, students, parents, employees, and the general public in one-on-one or group situations.
able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
Good proofreading skills
intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint)
experience operating within Web-based internet environments, various forms of technology, and social media.

Nice To Haves

Some college

Responsibilities

Serve as the first point of contact for the Museum.
Answer general inquiries on the museum social, email, and answer and direct telephone calls.
Develop and maintains the Friends of the Museum donor list and other supporter and invitation lists.
Liaise with other College departments, assist with coordination of logistics for events.
Keep the budget in consultation with the Director, including processes and tracking.
Maintain departmental and grant budgets.
Prepare requisitions, check requests, and other budget things.
Keep running budget worksheets up to date.
Give regular feedback to requesters on status of outstanding orders, check requests, etc.
Maintain inventory of supplies for the departmental office, staff offices, and for events.
Maintain copies of all financial documents.
Coordinate with vendors the procurement of supplies and rental equipment for installation and de-installation of exhibitions, and care of the art collection in the gallery space.
Serve as point of contact for all contractors, including art handlers, conservators, appraisers, photographers, and other specialists for museum exhibitions and collection.
Order instructional and office supplies according to in consultation with staff and director.
Coordinate periodic newsletters and/or flyers for distribution in the department and its constituents.
Reserve facilities reservations and coordinate meals and/or refreshments for museum meetings.
Co-coordinate special events (including after hours and weekend programs).
Assist with the coordination of Museum Advisory Council.
Coordinate mail and express shipping receipt and delivery, including collecting and distributing staff mail.
Arrange travel for staff, students, and official Museum guests and speakers: Coordinates travel reservations (air, hotel) with the College travel agent.
Process registrations, expense reports, van/car rentals, staff, faculty and student travel forms.
Follow-up and maintain files of purchase and other documents and provide copies to the department chair/director for record keeping purposes.
Maintains inventory of and order office supplies, instructional supplies, and equipment.
Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through).
Perform administrative and clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings for museum staff.
Assist in scheduling staff meetings, donor meetings, and others things for the department.
Prepare information for the department and/or supervisor(s) as requested.
Other duties as assigned.