Department Coordinator, Ancient Greece/Rome and Egypt/Near East

Automatic Data Processing, Inc.; Boston (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

The MFA in Boston is seeking a Department Coordinator for Art of Ancient Greece and Rome and Art of Ancient Egypt, Nubia, and the Near East. You will provide essential administrative support, coordinate scheduling, budgeting, and project delivery for both departments.

Qualifications include a Bachelor’s in Art History or Museum Studies, 1-3 years of admin experience, and strong communication skills. Knowledge of museum databases (TMS preferred) is a plus.

Qualifications

• Bachelor’s degree in Art History or Museum Studies preferred.
• 1-3 years of administrative or equivalent academic experience in a complex arts organization.
• Detail-oriented, organized, and poised with strong verbal and written communication skills.
• Must be energetic and capable of fast-paced work without compromising standards.
• Understanding of museum databases (TMS preferred).

Responsibilities

• Leads administrative initiatives for the departments and schedules cross-department meetings.
• Oversees paperwork for acquisition and loan reviews with various offices.
• Manages art-registration requests, data entry, and loan/shipping processes.
• Supports chairs and curators with planning and execution of department strategies and projects.
• Oversees annual audit of the department’s collection and budget oversight.

Skills

Detail-oriented

Verbal and written communication

Independent and self-directed

Budget management

Knowledge of museum practices

Education

Bachelor's degree in Art History or Museum Studies

Tools

TMS

Job description

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Department Coordinator, Ancient Greece/Rome and Egypt/Near East

Art of Ancient Greece and Rome Full-Time Salary Boston-MFA, Boston, MA, US

2 days ago Requisition ID: 1868

Under the joint direction of the Chair of Art of Ancient Greece and Rome (AGR) and Art of Ancient Egypt, Nubia, and the Near East (ENN), and working with AGR and ENN staff, the Department Coordinator provides essential administrative support and knowledge, planning, and execution for both departments of Art of Ancient Greece and Rome and Art of Ancient Egypt, Nubia, and the Near East.

Key Responsibilities

• Leads the key administrative initiatives for the departments, following museum practices, including supporting scheduling cross- departmental meetings and appointments for external enquiries and researchers.
• Oversees paperwork for all acquisition and loan reviews by the Collections Committee, working closely with departmental colleagues, the Manager of Collections Documentation, registrars, gifts of art office, and external contacts to process, ship, and register acquisitions.
• Oversees all departmental art-registration requests, including data entry on works of art, ship in/ship out requests, exhibition checklists and loan agreements, installation and conservation requests, photography, and the unpacking of small works of art.
• Supports the two chairs and departmental curators as needed with the planning, implementation and delivery of specific departmental strategies and ongoing projects, such as special installations, study days and seminars, interpretation projects and long-term research projects.
• Oversees the annual audit of the department’s collection, ensuring all locations and labeling are accurate and up-to-date, and assists on occasion with object handling.
• Works closely with the department chair on the oversight of the departmental budget and maintaining the budget throughout the year (revenue and expense); tasks include submitting fiscal year budgets after consultation with the chairs, as well as quarterly forecasts, transfers, requests for payments, reconciliations, and general record keeping.
• Works with department chairs on planning and running the departments’ annual Curators Circles groups (including publishing the Department newsletters and drafting event invitations, tracking RSVPS, and coordinating logistics for off-site trips and collection visits).
• Arranges internal meetings with Curators Circles groups, colleagues and external contacts, providing general communications and requests for Facilities, Media Services, Gourmet Caterers, and other set-ups.
• May handle first contact with the general public, dealers, collectors, and donors regarding works of art in the collection and proposed donations and purchases.
• Manages department internship programs with museum’s Volunteer and Intern Program Manager.
• Works closely with the Department Chairs on Human Resources paperwork; tasks include submitting staffing requisitions, managing volunteer and intern paperwork (badge requests, IT requests).
• May submit edits to the department’s webpage content and the intranet site to the IT department for processing.
• Perform other duties as needed or requested specific to the Art of Ancient Greece and Rome and Art of Ancient Egypt, Nubia, and the Near East.

Minimum Qualifications and Experience

• Bachelor’s degree, Art History or Museum Studies preferred
• 1-3 years of administrative or equivalent academic experience, preferably in a complex arts organization/museum or other related office environment
• Detail-oriented, organized, and poised with strong verbal and written communication skills
• Must be energetic and able to work in a fast-paced environment without compromising high standards
• Independent and self-directed, with the ability to execute projects from start to finish; strong follow-through skills
• Understanding of museum databases (TMS preferred)
• Must be able to handle confidential information with care and discretion
• Quantitative skills to manage department budget
• Interest in connecting people and art

Ideal Candidate Profile

• Evident experience working successfully with senior leaders of a department or an organization to achieve collective objectives
• Superior ability to organize and present work on assigned projects that build credibility for the work of the Department and institution
• Strong sense of accountability for achieving stated objectives and demonstrable experience doing so
• Committed to collaboration with others to achieve the best outcome

Personal Qualities and Attributes

• Intellectually rigorous
• Generosity of spirit, a team player able to interact successfully with a wide range of people at different levels of Museum
• Good judgment, tact and diplomacy, with organizational skills
• Exceptional verbal and written communication, with demonstrated presentation skills
• Adaptability and flexibility; able to pivot easily between departments

SALARY RANGE:

Full-time Salary, 35 hours per week

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.