Cohorts Coordinator

Art Bridges, Inc.; Bentonville (AR); On-site; USD 45,000 - 65,000; Full time

Job summary

A nonprofit organization focused on American art is seeking a Cohorts Coordinator to provide essential administrative support within the Cohorts Program. The role involves managing communication, project logistics, and database maintenance while collaborating with various teams. Ideal candidates will have a Bachelor's degree in arts administration or related fields, and 2-3 years of relevant experience. The successful candidate must be organized, detail-oriented, and proficient in tools like Microsoft Office and Asana. This is a full-time role in Bentonville, Arkansas.

Qualifications

• Bachelor’s degree in arts administration, business administration, or nonprofit management preferred.
• 2-3 years of experience in administrative support and project coordination.
• Experience working in nonprofit or cultural institutions is a plus.

Responsibilities

• Liaise between the team and external partners, managing project logistics.
• Assist with research related to cohort partners.
• Manage departmental correspondence and schedules.

Skills

Attention to detail

Organizational skills

Interpersonal skills

Customer service

Problem-solving

Education

Bachelor’s degree in arts administration or related field

Tools

Microsoft Office

Asana

Salesforce

Workday

SharePoint

Job description

About Art Bridges

Art Bridges Foundation is the vision of philanthropist and arts patron Alice Walton. Since 2017, Art Bridges has created and supported projects that bring outstanding works of American art out of storage and into communities. Art Bridges partners with a growing network of over 250 museums of all sizes and locations—impacting more than 20 million people across 50 states and Puerto Rico—to provide financial and strategic support for exhibition development, collection loans, and programs designed to educate, inspire, and deepen engagement with local audiences. The Art Bridges Collection represents an expanding vision of American art from the 19th century to present day and encompasses multiple media and voices. For more information, visit artbridgesfoundation.org.

About the Position

The Cohorts Coordinator plays an essential role within the Cohorts Program, providing coordination and administrative support for the Cohorts team. This position enhances operational efficiency and team capacity by maintaining accurate records, managing databases, coordinating workflows, and facilitating internal and external communications.

This position serves as a primary point of contact for the Cohorts team and interacts frequently with cross-departmental teams and external partners. The Cohorts Coordinator reports to the Cohorts Manager and works closely with team members across the program to support cohort-related initiatives aligned with the foundation’s mission and goals. The role requires a high degree of attention to detail, organization, and resourcefulness, as well as experience coordinating projects within a collaborative team environment.

Essential Duties and Responsibilities

• Serve as a liaison between team members and external partners, providing consistent communication in both virtual and in-person settings regarding schedules, project logistics, deliverables, and documentation related to initiatives using tools such as Asana, Salesforce, SharePoint, Teams, Outlook, Canva, and other applications.
• Assist with research and background information related to current and potential cohort partners, as directed by the Cohorts Manager or Director.
• Manage shared team email inboxes and calendars, triage inquiries, manage departmental correspondence, respond to requests for information, and coordinate follow-ups, including scheduling meetings and organizing incoming requests.
• Provide administrative and logistical support by preparing agendas and materials, recording notes and action items, tracking follow-ups and milestones, and maintaining records for databases and shared repositories using systems such as OneDrive, Trainual, Asana, Salesforce, and Workday.
• Support the development of reports, presentations, templates, team progress highlights, and other documentation related to cohort activities and program tracking.
• Contribute to cross-departmental initiatives and provide project coordination support for special projects, including assisting department leadership in planning and organizing convenings, events, workshops, and meetings, ensuring timelines, due dates, and tasks are achieved.
• Conduct data quality assurance checks of collaborative databases to ensure accuracy and completion of submitted information by internal teams and external partners.
• Support tracking and reporting of program data and metrics by maintaining accurate records and assisting with report preparation.
• Support discovery, implementation, and documentation of continuous improvement of program processes and systems.
• Provide coordination support for the Cohorts department, including calendar coordination, meeting scheduling, travel arrangements, and processing invoices and expense reports in Workday.
• Assist with intern and new staff interview scheduling, onboarding, and offboarding for the program, in coordination with leadership.
• Uphold the highest standards of confidentiality and integrity in managing relationships with partners, stakeholders, and internal teams.
• Perform other duties and responsibilities as assigned to support evolving organizational needs.

Qualifications and Requirements

• Bachelor’s degree in arts administration, business administration, management, communications, nonprofit management, or a related field preferred.
• 2–3 years of experience providing administrative and coordination support, coordinating projects, or working in related roles. Exposure to project management methodologies is a plus.
• Experience working in collaborative, cross-functional environments required; experience in nonprofits, foundations, museums, or cultural institutions preferred. Familiarity with partner-facing or programmatic support work is a plus. Interest in arts- and mission-driven work is required.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with Asana, Salesforce, Workday, SharePoint, OneDrive, or similar technology platforms preferred, along with the ability to quickly learn new software applications.
• Demonstrated competence in tracking, coordinating, and following up on competing priorities and deadlines, with strong organizational and time management skills.
• Excellent interpersonal and customer service skills, with the ability to interact professionally with internal teams, leadership, and external partners.
• Demonstrated problem-solving skills, with the ability to proactively resolve issues in fast-paced, dynamic environments.
• Detail-oriented, reliable, and accountable, with the ability to work independently while contributing effectively as part of a team.
• Adaptable and flexible when working with individuals across various roles and responsibilities.
• Strong written and verbal communication skills, with the ability to prepare clear and well-organized presentation materials.
• High level of professional integrity and the ability to handle sensitive and confidential information with discretion.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

Physical Demands: In the work environment described, position requires utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work Environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires regular interaction with both the public and internal team members in a professional and courteous manner. Some travel may be required, including overnight trips on occasion. A flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Art Bridges and DEAI

At Art Bridges, diversity, equity, accessibility, and inclusion are central to all work and decisions made within our organization. We support our colleagues and partners in learning and growing together to make this important work part of our daily lives.

Art Bridges is an equal opportunity employer and is committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

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.

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