Program Coordinator, the Momentary

Art and Wellness Enterprises•Bentonville, AR

1d•Hybrid

About The Position

The Momentary Program Coordinator: Coordinates supplier onboarding, contract execution, payment processing, and cross-functional workflow management to ensure artists, agencies, and internal stakeholders meet all requirements and deadlines. The ideal Program Coordinator works collaboratively with a passion for contemporary visual and performing arts, music, food, and community. They will play a pivotal role in supporting the Event Alignment Manager in the seamless execution of various curatorial projects and administrative tasks. This multifaceted position requires a detail-oriented individual with excellent organizational and communication skills, coupled with a passion for the arts and cultural initiatives. The Program Coordinator regularly performs administrative tasks that are complex in nature and require considerable discretion and confidentiality. The Coordinator must be consistently professional, approachable, proactive, and able to organize and balance multiple tasks. Regularly, the Coordinator will be responsible for working across multiple, overlapping timelines and ensuring all external and inter-departmental communications are clear, timely, and documented.

Requirements

Working knowledge of nonprofit business operations, financial administration, invoicing and payment processes, tax documentation, regulatory compliance, and process coordination.
Knowledge of Performing Arts including music, theater, dance, performance art desirable
Experience with (or the ability to learn) specialized software systems is required, including Workday and Momentus
Ability to work independently, as well as within a team
Ability to understand and maintain the highest levels of confidentiality and discretion
Minimum two years demonstrated project coordination experience in any field (tracking budgets, developing and tracking schedules, organizing and leading meetings, coordinating people), is required
Minimum two years’ work experience coordinating projects in a museum, gallery, performance venue, residency or related environment, is preferred
Highly organized and detail-oriented
Professional and approachable, with excellent communication, organizational and interpersonal skills
Ability to work independently, and facilitate teams of diverse personalities
Willingness to work weekends and evenings, and adjust hours, as required
Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, Project, One Note, and Microsoft Teams
Proven experience and success in project coordination and in meeting deadlines within fast-paced working environments
Valid U.S. Driver’s License preferred
Occasionally, while performing the duties of this job, the employee may be required to travel independently regionally and in communities served.
In the work environment described below, position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination.
Vision abilities required by the job include close and distant vision.
The person in this position will require the capability to move and be present onsite for extended periods of time during all phases of bump in, tech, rehearsal, presentation and bump out, and be able to navigate through the different Museum buildings and on the trails and grounds.
When working in public spaces and performing arts venues, physical stamina is needed to lift and carry supplies, and at times, assist with other presentation related elements.
Work will be performed in an office environment, performance venues, museum spaces, and outdoors.
When not in the office, the employee will be spending extensive amounts of time in the Museum buildings, grounds, and performance spaces.
The noise level in the Museum work environment is usually low to moderate.
Outdoor work will include walking the museum’s trails in a variety of weather conditions, and occasionally at night.
All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and background check.
In addition, you will need to provide proper identification verifying your eligibility to work in the United States.

Nice To Haves

Knowledge of Performing Arts including music, theater, dance, performance art desirable
Minimum two years’ work experience coordinating projects in a museum, gallery, performance venue, residency or related environment, is preferred

Responsibilities

Assists curatorial departments with financial needs including but not limited to completing multiple monthly expense reports, processing invoices and employee reimbursements
Maintains Momentus input, scheduling, and updates for Artist in Residencies
Perform a wide variety of administrative duties as required to support project completion
Organizing and maintaining reports, contracts, invoices, and other files for documentation and easy access
Assists Curators and Event Alignment Manager with project tracking
Planning and attending meetings, taking minutes as needed
Answers inquiries in a prompt, professional manner
Ensures all inter-departmental communications are clear, timely, helpful, and documented
Provides suggestions to improve processes
Keeps supervisor informed as to any issues or changes in project scope
Makes suggestions for keeping projects under or on budget
Helps foster team creativity, collegiality, timeliness, and mutual respect, to create experiences that engage and delight guests
Generates and contributes solutions as challenges appear
Drive museum vehicles when needed
Performs other duties as assigned