Coordinator, Department Operations

The Woodruff Arts Center; United States; On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Health Insurance

Life and AD&D

Dental

Vision

403b with employer match

Job summary

The Woodruff Arts Center seeks a detail-oriented Coordinator, Department Operations for the High Museum of Art. You will support the Deputy Director’s office and the Learning and Civic Engagement Department, coordinating calendars, meetings, travel, and communications to ensure efficient administration.

Responsibilities include organizing department meetings, handling logistics for events and field trips, and assisting with budget reporting and grants data.

Qualifications

• Bachelor’s degree and at least two years of administrative assistant experience required, or a combination of relevant experience and/or education.
• Experience with nonprofit or cultural organizations preferred.
• Strong English communication and interpersonal skills required.

Responsibilities

• Coordinate Deputy Director’s Office operations, including calendar management, meetings, minutes, and travel arrangements.
• Support Learning and Civic Engagement department administration, including policy and procedure maintenance.
• Prepare expense reports and PowerPoint presentations as needed.
• Coordinate department meetings, field trips, and annual retreat logistics.
• Oversee department-wide calendars, office supplies, and vendor lists.
• Assist with grant reports, program data, and annual reports.

Skills

Project management

Organization

Attention to detail

Time management

Prioritization

Adaptability

Interpersonal communication

MS Office proficiency

Education

Bachelor’s degree and 2+ years administrative experience

Tools

Tessitura

Workday

Job description

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center.

Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.

Reports to: Deputy Director, Learning & Civic Engagement

FLSA: United States of America (Exempt) Employment Status: Regular/Full time

ABOUT THE HIGH

The High brings art, ideas, and people together to amplify the importance of artistic expression, envision a better future, and positively change Atlanta.

Our work is rooted in five guiding ambitions: Growth, Inclusivity, Collaboration, Connectivity, and Optimism. These values shape our programs, partnerships and the way we work together. Candidates who are energized by these aspirations will find a meaningful and supportive home at the High.

ABOUT THE ROLE

The Coordinator, Department Operations provides administrative and office management support for the Deputy Director’s office and the Learning and Civic Engagement Department at the High Museum of Art.

This position works closely with key staff members to make sure the Deputy Director is appropriately scheduled and prepared each day. This position also coordinates administrative support across the department, establishing and maintaining policies and procedures for office support as needed. Further, this position assists with research coordination and financial reporting.

Key attributes for success in this position include project management, organization, attention to detail, time management and timeliness, prioritization and adaptability, and consideration. The Coordinator is highly collaborative; excellent interpersonal skills are required to work effectively with a diverse spectrum of internal and external stakeholders.

SALARY: $45,000 per year

SCHEDULE: Weekdays, some nights and weekends as needed to support programs and events.

WHAT YOU WILL DO:

Deputy Director’s Office Operations (40%) Represent the Deputy Director’s office in a professional manner Ensure the efficiency and effectiveness of the administration and operation of the Deputy Director’s office Assist in managing the Deputy Director’s appointment calendar, scheduling meetings, and answering or redirecting general inquiries of the Deputy Director and the department Coordinate arrangements for Board of Directors Learning and Civic Engagement Committee: scheduling, preparing agendas and support materials, taking minutes, arranging refreshments, assisting during meetings, and maintaining committee correspondence Make travel arrangements and prepare expense reports Produce and/or coordinate PowerPoint presentations, as requested Assist with correspondence and coordination of special projects as requested Learning and Civic Engagement Department Operations (40%) Coordinate agenda and logistics for monthly LCE department meetings, two department field trips per year, and one annual departmental retreat Coordinate logistics for High Museum Institute for Teaching with Art, including the application process, participant correspondence, on‑site hospitality, and materials Assist with logistics of onboarding new members of the LCE department Oversee external LCE program booklet, including annual review, update, dissemination cycle Oversee LCE department staff handbook, revise and update annually Manage department-wide Outlook calendars Manage office supplies and departmental ordering; maintain and update vendor lists Monitor and coordinate maintenance requests as needed Track meeting room and printer functionality and efficiency Coordinate hospitality for department guests Research and Finance (20%) Collate and distribute monthly budget reports to LCE division leaders Compile program research, grant report data, and annual report data Assist with preparation of grant reports and proposals as needed Assist with data collection for specific research projects, as needed

WHAT WILL WE EXPECT OF YOU:

Communication: Demonstrated excellence in verbal and written communication in English.

Communication: Demonstrated excellence in interpersonal communication, including ability to communicate clearly and work effectively with diverse stakeholders. Able to handle sensitive information confidentiality.

Reasoning: Ability to solve practical problems and prioritize needs in a variety of situations when standardization may be limited. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Software and Systems: Highly proficient in Microsoft Office Suite, especially Outlook, Word, Excel, PowerPoint, and Teams. Experience with Tessitura and/or Workday a plus.

Education and Experience: Bachelor’s degree and at least two (2) years of administrative assistant experience required, or combination of relevant experience and/or education Museum experience is preferred Professional experience with nonprofit and/or cultural organizations preferred

Mathematical Skills: Ability to compute rates and percentages. Ability to present financial information in report form, process invoices and expense reports, and maintain department records

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer. Some standing, walking, bending, frequent use of hands, and stooping. Must be able to lift up to 10 pounds at times. The noise level in the work environment is usually moderate.

WHAT YOU CAN EXPECT FROM US:

Health Insurance Life and AD&D Dental Vision Short Term Disability Long Term Disability Flexible Spending Account Employee Assistance Plan 403b (with employer match!) Financial Wellness Program Public Service Loan Forgiveness Program Paid Time Off Paid Holidays (including your birthday!) Discounts and complimentary offers to visit the High Museum, Alliance Theatre and Atlanta Symphony Orchestra The Woodruff Arts Center is one of the largest arts centers in the world, home to the Tony Award-winning Alliance Theatre, the Grammy Award-winning Atlanta Symphony Orchestra (ASO) and the High Museum of Art, the leading art museum in the Southeast. Over 800,000 patrons travel to The Woodruff for outstanding theatre, music and exhibitions each year.

Employment

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.