Coordinator of Events & Dining

RiseMe; Philadelphia (Philadelphia County); On-site; USD 45,000 - 48,000; Full time

Benefits offered by this job

Free museum admission

Discounted guest tickets

Gift memberships discount

Staff tours and presentations

Cafe and store discounts

Job summary

Philadelphia Museum of Art seeks a Department Coordinator of Events & Dining to oversee the space use reservation system, coordinate internal and external bookings, and ensure hospitality standards are met.

The role collaborates with staff, vendors, and partners; requires Bachelor's in hospitality and strong organizational skills, plus proficiency with cloud-based platforms and database administration. This is a full-time role with AFSCME Local 397 benefits.

Qualifications

• Bachelor's degree (or equivalent) with hospitality/foodservice focus.
• Proficiency in cloud-based platforms and database administration.
• Strong process development and project management skills.
• Excellent time management, organizational, communication, writing, and interpersonal skills.
• Superb facilitation, collaboration, and negotiation abilities.

Responsibilities

• Manage the space use reservation system and internal calendar to meet earned revenue goals from events.
• Oversee meeting room and event space requests with clear reservation processes.
• Manage external reservations, contracts, payments, insurance, and floorplans for each event.
• Provide general database administrative oversight of the space use system.
• Provide general administrative support: invoices, billing, supplies, forms, and work orders.
• Ensure accurate space-use data and proper system setup.
• Lead best-use scenarios for space configuration to maximize revenue opportunities.
• Provide day-of-event support including photography requests and room rentals.

Skills

Cloud platforms

Database administration

Process development

Project management software

Time management

Organization

Communication

Writing

Interpersonal skills

Facilitation

Collaboration

Negotiation

Education

Bachelor's degree (or equivalent) in hospitality/foodservice management

Job description

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Department Coordinator of Events & Dining facilitates the logistics and coordination of the museum's facility rental and internal event reservations system, supporting the execution of event details across the Events and Dining department. This individual plays a key role in ensuring both internal staff needs and external client needs are accounted for in the museum's space use system, and that those needs are effectively communicated across the internal stakeholder group.

The Department Coordinator provides dedicated attention to the management of the space use system and the sharing of information, ensuring the museum's standards for hospitality and events are clearly executed through collaborative relationships with museum staff, third-party vendors, and partners.

Most of the Department Coordinator of Events & Dining's time is spent administering the space use reservation system, supporting event administrative functions, department operations, and coordinating information across internal and external stakeholders.

Specifically, you will:

• Manage the space use reservation system and internal calendar to ensure both internal and external clients are considered, and the business mix is met to achieve earned revenue goals from events.
• Oversee meeting room and event space requests and bookings by developing and maintaining reservation system inquiry processes for internal staff bookings that capture all necessary information and allow for clear, accurate distribution of information to the internal stakeholder group.
• Manage external reservations in the space use system to complement the sales process in support of the Associate Director and Manager of Events & Dining, maintaining records of contact information, contracts and agreement forms, payment receipts, insurance compliance records, BEOs, and floorplans for each event.
• Provide general database administrative oversight of the space use facility rental system.
• Provide general administrative support for the department, including processing invoices, assisting with billing, ordering supplies, creating internal forms, and managing work orders.
• Utilize general event logistics awareness to ensure the software is set up properly and maintained efficiently, providing the most accurate account of space use for the museum on a regular basis.
• Provide leadership around best-use scenarios for space use configuration and general maintenance to allow the museum to maximize its event opportunities and meet or exceed earned revenue targets.
• Provide general day-of event support for the Events and Dining department as needed, including coordinating photography requests and conference room rentals, to ensure a smooth and successful event experience for clients and attendees.
• Perform other duties as assigned.

Your background and experience include:

• Bachelor's degree (or equivalent relevant experience), with a focus in hospitality and/or foodservice management preferred.
• Proficiency in cloud-based software platforms and database administration.
• Excellent skills with process development and project management software platforms.
• Excellent time management, organizational, communication, writing, and interpersonal skills.
• Superb facilitation, collaboration, and negotiation skills.

Position and Compensation Details

• The hourly rate for this position is $24.81.
• This position is Full-Time, Non-Exempt, and 35 hours per week.
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to Associate Director of Events & Dining
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work and transmit data.
  • Able to move items up to 30 pounds.
  • Able to remain stationary for up to seven hours.
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.