Coordinator of Public Programs

Socket.dev; Boston (MA); On-site; USD 39,000 - 41,000; Part time

Benefits offered by this job

UAW Union affiliation

Job summary

The Museum of Fine Arts (MFA) in Boston is seeking a part-time Public Programs Coordinator to support day-to-day operations of the Public Programs department. Responsibilities include overseeing logistics, contracts, and communications with speakers, processing invoices, and maintaining program content on mfa.org.

The role requires a BA in a related field, 1–3 years of experience, proficiency with Microsoft Office, and strong organizational and communication skills.

Qualifications

• Bachelor of Arts in related discipline or related experience.
• 1–3 years of related experience.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Experience supporting successful public events.
• Quantitative skills for payments, contracts, and cost monitoring.
• Resourceful, detail-oriented planner.
• Ability to work in a high-paced, demanding environment.
• Self-motivated, energetic, strong collaborator.
• Outstanding verbal, written, and presentation communication.
• Strong organizational and follow-through skills.
• Commitment to MFA's IDEA values.

Responsibilities

• Assist with administrative duties related to day-to-day running of the department.
• Coordinate department logistics, communications, contracts, and speaker/performer liaison.
• Process invoices and payment requests; prepare statistical information.
• Enter and maintain program content on mfa.org.
• Develop and process financial contractual agreements with speakers and artists; arrange lodging and travel invoices for payment.
• Research topics and future speakers for programming.
• Collaborate with the Curator and Communications on promotions for events.
• Place internal work orders; book rooms via EMS; coordinate with facilities and food service as needed.
• Oversee office and course supplies; general office management.

Skills

Strong communication

Organizational skills

Team collaboration

Education

Bachelor of Arts in related discipline

Tools

Microsoft Office

Job description

Position Overview:

Under the general direction of the Director of Public Programs, the Coordinator will support the Public Programs team by assisting with administrative duties related to the day-to-day running of the department. They will coordinate department logistics, communications, contracts, and correspondence with speakers and performers. Administrative and financial responsibilities include processing invoices and payment requests, preparing statistical information, and helping enter and maintain content on mfa.org.

Essential Functions:

Administration and Financial Coordination:

Works with Visitor Experience team to generate box office reports using Tessitura ticketing system. In coordination with the Director, processes invoices and payment requests for lectures, courses, concerts, films, Late Nites, and other events.

Prepares statistical information on program finances and attendance, including weekly ticket sales and attendance reports.

Assists with entering and maintaining lectures, courses, and concerts program content for mfa.org, including program and course descriptions, updates, ticketing information, images, and schedules.

Programming and Event Management:

Develops and processes financial contractual agreements and correspondence with speakers, bands, and/or their agents; arranges lodging and processes all corresponding travel invoices for payment.

Assists in research associated with a busy programming department, including finding information on future speakers, bands, and topics.

Communications

Collaborates with the Curator and the Communications Division on the promotion of the lecture, course, and concert programs, including developing and collating materials necessary for the promotion of events.

Intra-Museum Coordination:

Places internal work orders and books rooms for programs and meetings via EMS. Works with Media Services to ensure that all programs have the necessary technical equipment. Works with Facilities on room set-up for all programs. Works with the Museum’s food service to provide hospitality as needed. Coordinates with Visitor Experience to ensure successful programs.

Secondary Functions:

Order office and course supplies.

Office management.

Requirements and Characteristics:

• Bachelor of Arts in related discipline or related experience
• 1 to 3 years of related experience
• Proficiency with Microsoft Office software (Word, Excel, PowerPoint)
• Experience supporting successful public events
• Quantitative ease for processing payments, reviewing contracts, and monitoring costs
• Must be a resourceful and detail-oriented planner
• Must be able to work in a high-paced, demanding environment without compromising accuracy or high standards
• Must be self-motivated, energetic and a strong collaborator with an ability to effectively manage internal and external relationships at all levels
• Outstanding communicator with solid verbal, written and presentation skills
• Strong organizational and follow-through skills
• A commitment to supporting the Museum’s values related to Inclusion, Diversity, Equity and Access (IDEA)

The Museum reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised.

SALARY RANGE:

Part-time salary, 28 hours per week

Hourly range: $28.60 - $30.00 commensurate with experience

This position is affiliated with the UAW Union

The MFA is an equal opportunity employer. The community and audience we serve is diverse, and we wish to foster that diversity in our workplace. Toward that end, the MFA does not discriminate against individuals in hiring, employment, or promotion on the basis of race, religion, color, sex/gender, gender identity and gender expression, age, marital status, national origin, sexual orientation, citizenship, handicap or disability, veteran or military status, political belief, pregnancy, genetic information or any other characteristic protected by law.