Office Coordinator

Dia Art; New York, Northern (NY, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Dia Art in New York seeks an Office Coordinator to support the Director's office and the Dia Chelsea location. The role collaborates with Exhibitions and Finance to track costs and code expenses while maintaining office operations.

Strong organization, communication, and multitasking are essential to succeed in this role. Responsibilities include reception, mail coordination, meeting prep, and assisting with HR events and donor communications.

Qualifications

• 2–3 years of progressively responsible office administration experience.
• Strong written and verbal communication.
• Ability to multitask and prioritize.

Responsibilities

• Answer the main phone line and direct calls.
• Greet visitors and manage front-desk duties.
• Coordinate mail, packages, and delivery logistics.
• Maintain supplies and assist with kitchen and staff needs.
• Support Exhibitions and Finance with cost-tracking, invoicing, and reimbursements.

Skills

Office administration

Communication

Multitasking

Interpersonal skills

Microsoft Office

Confidentiality

Tools

Microsoft Office

Job description

The Office Coordinator reports to the Executive Assistant to the Director, with additional delegation and oversight from the Senior AP & Office Coordinator and Manager of Exhibitions and Public Programs.

This position provides support to the general office functions of Dia Chelsea and to the Director’s office. The role also coordinates with the Manager of Exhibitions and Finance department to assist with cost tracking, coding, and reconciliation of exhibition-related expenses. The Office Coordinator must demonstrate strong organizational skills, interpersonal skills, and a proven ability to multitask.

Essential job duties and responsibilities

Office support and reception

• Answer the main phone line at Dia’s administrative office, answering questions and distributing calls as needed
• Greet visitors and direct them appropriately, interact with delivery personnel, and assist with staff lunch orders
• Coordinate incoming and outgoing mail including interoffice packages, faxes, packages, etc.; maintain postage machine and liaise on technician support when needed
• Schedule FedEx, USPS, Breakaway, or UPS pick-ups, and manage attendant invoices, following up on missing invoices when needed
• Support Senior AP & Office Coordinator with all supply inventory ordering and restocking including for toner, ink, paper, etc.
• Oversee and maintain the staff kitchen: making coffee, running the dishwasher, ensuring that area is kept clean and orderly, and keeping kitchen supplies stocked
• Assist with managing responses to emails addressed to [e-mail]; this requires gaining and maintaining knowledge of Dia’s programs and operations
• Record, scan and make copies of all incoming checks and distribute to respective departments
• Assist in Board meeting preparations including meeting set-up and clean-up
• Assist in sending the Director’s packages and letters; notate information sent to individual’s profile in Altru
• Update Director’s meetings with a donor, prospect, or Trustee to the individual’s profile in Altru
• Update Chelsea gallery monitors with weekly programs
• Liaise with Facilities and IT in booking meeting space

Exhibitions administrative support

• Assist Manager of Exhibitions in gathering and accurately tracking and coding all exhibition-related expenses across relevant departments, liaising with Finance and ensuring cost-codes are accurate
• At the direction of the Manager of Exhibitions, collate, prepare, and submit invoices and reimbursements to Finance
• Support Manager of Exhibitions with file management and exhibitions budget and expense documentation and summaries
• Complete other administrative support tasks relating to Exhibitions, as needed

Other general duties and responsibilities

• Create mailboxes for new employees
• Train the new employees in the use of the copier, fax, and postage machine
• Assist Human Resources in organizing office events, as needed
• Maintain Library and conference rooms calendars and schedules
• Scan correspondence and distribute them as requested
• Other duties as assigned

Education, certification, and experience

• 2–3 years of progressively responsible office administration experience

Knowledge, skills, and abilities

• Strong written and verbal communication skills
• Experience and proficiency in Microsoft Office and all related office administration tasks
• Excellent interpersonal skills and comfort interfacing with internal and external contacts
• Effective problem-solving skills
• Ability to organize and prioritize tasks; ability to multitask
• Ability to communicate verbally and in writing with diplomacy, accuracy, and professionalism
• Strong computer skills and the ability to use MS office applications
• Ability to be discreet and maintain confidentiality
• Ability to take initiative and be self-directed to perform routine and/or unanticipated tasks

Working conditions and physical demands

• The hours are Monday through Friday, generally 9am-5pm but variable based on need. Overtime hours may occasionally be required based on special events
• Work is performed in an office environment; prolonged periods of sitting, use of computers and standard office equipment required to accomplish work objectives
• Must be able to lift up to 40 lbs

Dia provides a competitive salary and comprehensive benefits package with significant employer contributions towards the cost of healthcare premiums. The 401(k) plan provides 100% employer match up to 4% of the employee’s deferral and immediate vesting. Paid time‑off benefits include three weeks of vacation, ten days of sick leave, thirteen holidays, and a generous parental leave program. Work-related travel expenses are fully covered. Additionally, staff ID badges gain reduced or free admission to most American museums and arts organizations.

This position is represented by the Technical, Office & Professional Union, Local 2110, UAW, AFL-CIO.

Dia Art Foundation is an Equal Opportunity Employer and does not discriminate on the basis of age, color, national origin, ethnic origin, citizenship status, disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, marital status, veteran status, or any other characteristic protected by federal, state, or local law in its employment policies. In addition, Dia will provide reasonableaccommodationsfor qualified individuals with disabilities andsupportsa neurodiverse workplace. Candidates with nontraditional learning or career paths and/or applicants whose qualifications differ from those listed above are encouraged to apply.