Public Programs Coordinator

Newfields Careers•Indianapolis, IN

17d•$18

About The Position

With their assigned manager, plan and implement a comprehensive slate of programs to support the Indianapolis Museum of Art, The Gardens & Fairbanks Park, including but not limited to First Thursdays, Community Days, films, making experiences, performances, outreach, and artist programs. Adhere to institutional and department financial processes; provide accurate and timely information for requisitions, purchase orders, credit card transactions, invoicing, etc., following finance protocol; track income and expenses for assigned projects to adhere to institutionally approved budgets. Draft contracts; Follow Newfields procedures to facilitate review and approval requests for contracts. Coordinate program logistics, including but not limited to tracking tasks and deadlines, submitting marketing work orders and ticket requests, researching and requesting film screening rights, volunteer requests, drafting and disseminating event orders, and day-of on-site facilitation. Organize and schedule meetings with partner organizations and performers as assigned. Coordinate performer and speaker travel as needed. Research and develop garden, park, and exhibition-related topics for program proposals that support project goals and big ideas. Manage and organize department resources throughout various storage locations. Contribute to institution-wide programs and initiatives, including but not limited to community engagement, exhibitions, and festivals. Adhere to departmental and institutional policies with regard to time, attendance, and communication to execute daily assignments and programming.

Requirements

Proficiency in Microsoft Office, with a strong understanding of Excel, Teams, and Basecamp, and other software commonly used at Newfields; and a willingness to learn new software programs as needed.
Strong writing skills; ability to draft clear, original correspondence for internal communication as well as program copy for Newfields’ publications and marketing.
Ability to effectively present information in one-on-one, small group situations to donors and employees and to large groups in a program setting.
Strong attention to detail, problem-solving ability, and organizational skills.
Ability to coordinate multiple tasks, meet defined deadlines, and follow up with assigned tasks.
General knowledge of art history and basic familiarity with Newfields’ permanent collection and special exhibitions.
General knowledge of Indianapolis-based community and arts organizations.
Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.
Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Other Skills and Abilities – Exceptional interpersonal skills.
Basic understanding of public relations fundamentals and demonstrated experience working as part of a team.
High School Diploma and 2 years of related program experience or Bachelor’s Degree and one year of related program experience at a museum or cultural institution are required.

Responsibilities

Plan and implement a comprehensive slate of programs to support the Indianapolis Museum of Art, The Gardens & Fairbanks Park.
Adhere to institutional and department financial processes.
Track income and expenses for assigned projects to adhere to institutionally approved budgets.
Draft contracts.
Coordinate program logistics, including but not limited to tracking tasks and deadlines, submitting marketing work orders and ticket requests, researching and requesting film screening rights, volunteer requests, drafting and disseminating event orders, and day-of on-site facilitation.
Organize and schedule meetings with partner organizations and performers as assigned.
Coordinate performer and speaker travel as needed.
Research and develop garden, park, and exhibition-related topics for program proposals that support project goals and big ideas.
Manage and organize department resources throughout various storage locations.
Contribute to institution-wide programs and initiatives.
Adhere to departmental and institutional policies with regard to time, attendance, and communication to execute daily assignments and programming.