Education Department Coordinator

Museum Hue; Boston (MA); Hybrid; Full time

Job summary

A leading museum in Boston is seeking an Education Department Coordinator to manage communications and administrative activities. This full-time role requires strong organizational and communication skills, with responsibilities including budget oversight and program support. The position offers a hybrid work schedule and a comprehensive benefits package.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Disability/Life Insurance

Flexible Spending Accounts

403(b) Retirement Plan

Paid Time Off

Qualifications

• Minimum 2 years of experience in an administrative position required.
• Ability to handle sensitive information with professionalism.
• Spanish and/or Haitian Creole speaking ability is a plus.

Responsibilities

• Manage internal and external communication for the Education Department.
• Oversee budget framework and track expenses.
• Coordinate department meetings and maintain schedules.

Skills

Organization

Communication

Customer Service

Problem Solving

Attention to Detail

Tools

MS Office Suite

Tessitura

JotForm

Job description

Position Title: Education Department Coordinator

Department: Education

Reports To: Charlotte Wagner Director of Education and Teacher and Tour Programs Manager

Position Status: Full Time, Hourly Non-exempt, At Will

Overview: The Education Department Coordinator manages integral internal and external communication and administration activities for the Education Department and maintains its systems for high efficiency while serving as the primary liaison with the general public and colleagues throughout the museum. The Education Department Coordinator provides administrative and logistical support for education programming and collaborates with the Charlotte Wagner Director of Education and program managers on special projects and initiatives. Occasional evening and weekend hours required.

The Education Department Coordinator contributes to a culture of collaboration, community, and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work.

Working at the ICA:

All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
The ICA offers the flexibility of a hybrid work week, which averages three to four days a week onsite for employees who are eligible to work remotely (subject to change, and at managers discretion)

Responsibilities:

• Maintain a working knowledge ofallICA educational programs, workshop offerings and any other museum initiatives impacting communication with audiences and museum staff
• Oversee the department’s budget framework, which includes: developing and maintaining financial spreadsheets to track expenses, providing department support in tracking and projecting program expenses and reconciling all expenses
• Maintain and process all credit card receipts; provide accounting office with monthly coded reports
• Maintain department calendars and schedules, event registration and ticket distribution information, program reports (participation numbers), correspondence and materials related to the Education Committee and Department
• Coordinate department meetings and assume all responsibility for schedules and agendas; facilitate meetings, as assigned
• Represent the department and its activities at weekly Operations Meetings and distribute all logistical information; participate in inter-departmental ad-hoc committees, as assigned
• Maintain all RSVP information and coordinate setup for all committee, community, and volunteer meetings led by department staff
• Maintain and communicate department systems, processes, and procedures. Oversee orientations for new department members and support their learning; develop materials to support these efforts and mentorship with general administrative processes
• Oversee the department’s general communication efforts; create and distribute mailings, email blasts, and flyers, as assigned
• Support Teacher and Tour Programs Manager on facilitating orientations and tours for groups visiting the ICA; lead discussions on ICA exhibitions with groups when necessary
• With Teacher and Tour Programs Manager, ensure all guided visit and tour requests have staffing coverage
• Manage the master group visit schedule for the ICA and ICA Watershed. Process all tour and group visit requests in a timely manner and communicate policies and educational opportunities; disseminate information, as assigned.
• Work closely with Director of Education on new department initiatives
• Other responsibilities as assigned.

Qualifications:

• Minimum 2 years of experience working in an administrative position required
• Exemplary organization, communication (written and verbal) and customer service skills required
• Accuracy and attention to detail necessary; demonstrated ability to multi-task in a fast-paced work environment
• Ability to handle sensitive and confidential information with a high degree of professionalism
• Ability to work collegially, professionally and collaboratively with a diverse group of constituents including staff, visitors and vendors; ability to remain calm under pressure and use good judgement in responses
• Possess the ability to work independently, demonstrating initiative and proficiency at problem solving
• Solid experience with MS Office Suite, particularly Excel, Word, and Power Point; knowledge of Tessitura and JotForm a plus
• Spanish and/or Haitian Creole speaking ability, a plus
• Occasional evening and weekend hours required.
• Must successfully pass a CORI background check

Physical Requirements:

• Possess mobility to work in an office setting and use office equipment; move about throughout the museum.
• Prolonged periods of remaining stationary standing and/or moving about during programs and events
• Ability to lift up to 15 pounds, pushing and pulling, keyboarding and gripping
• Must be able to exchange accurate information with visitors, staff, departments, and with diverse and multigenerational audiences
• Ability to see, listen and talk for extended periods in person, over the telephone and computer, and understand printed materials

This is not necessarily an all-inclusive list of position-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.

Pay Rate: $26.00 per hour

Pay rate is based on meeting minimum qualifications.

ICA Compensation:

Each ICA position has a job grade based on the position’s evaluated job responsibilities, required education and experience, needed skills to perform the job, and professional knowledge. The position’s grade and respective compensation range is determined by the position’s overall responsibilities, including decision making, supervisory/management requirements, resource management and budgeting duties.

Compensation is ultimately determined by the scope of the position and responsibilities, the candidate’s relevant experience, and internal equity, with starting salaries typically falling in the lower half of the compensation range.

How to Apply:

Interested candidates should send a resume and letter of interest [e-mail]. When applying, please include “Education Department Coordinator” in the subject line.

The ICA is located at 25 Harbor Shore Drive, Boston, and is accessible by public transportation (Red and Silver Line).

Other Locations:

• Seaport Studio
  100 Pier 4 Blvd, Second Floor
  Boston, MA 02210
• ICA Watershed
  256 Marginal Street
  Boston, MA 02128

The ICA values building a pluralistic workforce to foster a culture of collaboration, community and respect. We are committed to hiring talented, creative and qualified candidates from all backgrounds.

As an Equal Opportunity Employer, the ICA is committed to being a diverse and inclusive workplace. We are dedicated to fair employment practices for all individuals, adhering to all non-discrimination laws. The ICA is committed to providing access and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

To request reasonable accommodation (as defined by the ADA) to participate in the job application or interview process, contact [e-mail] or 617-478-3171.