Operations and Security Coordinator

Pennsylvania Academy of the Fine Arts; Philadelphia (Philadelphia County); On-site; USD 65,000 - 95,000; Full time

Job summary

Pennsylvania Academy of the Fine Arts (PAFA) seeks an Operations and Security Coordinator to lead campus security and select operational functions. Reporting to the COO, you will drive safety and efficiency across security, housekeeping, and event support, ensuring a secure, well-managed campus environment.

You will coordinate vendor performance, support incident response, plan staffing for exhibitions and events, and act as liaison with police and authorities as needed.

Qualifications

• Bachelor's degree preferred; equivalent combination of education and relevant experience considered.
• 4–6 years of experience in security, operations, or facilities management; museum/educational setting preferred.
• Strong understanding of security operations, event coordination, or facility management.
• Ability to work independently and make sound operational decisions.
• Strong communication, problem-solving, and organizational skills.
• Working knowledge of security operations, access control systems, emergency response, and life-safety requirements.
• Ability to exercise sound judgment in high-pressure situations.
• Proficiency with standard office software and incident reporting systems.

Responsibilities

• Coordinate and oversee daily security operations, ensuring staffing and protocol adherence.
• Primary day-to-day contact for contracted security and housekeeping providers.
• Monitor contractor performance and address gaps; advise COO on corrective actions.
• Conduct security assessments; identify risks related to access control and life safety; implement actions.
• Support incident response, including documentation and follow-up actions.
• Serve as liaison with local police, fire, and emergency authorities as required.
• Oversee access control, key/card programs, visitor sign-in, and internal security programs.
• Plan security and operational coverage for exhibitions, public programs, and events with cross-team partners.
• Coordinate setup, support, and breakdown of events, including room configurations, vendor coordination, and security staffing.
• Review invoices and track service delivery; flag discrepancies.
• Assist in implementing security and operational procedures and continuous improvements.
• Provide on-site leadership during events, incidents, and emergencies as required.
• Assist COO with security and housekeeping portions of the operations budget.
• Manage contracted security and housekeeping services with clear expectations.
• Support capital projects and facilities work by coordinating security/operational impacts.

Skills

Security operations

Event coordination

Facility management

Communication

Organizational skills

Decision making

Education

Bachelor's degree preferred

Tools

Access control systems

Incident reporting systems

Office software

Job description

About PAFA

Founded in 1805, the Pennsylvania Academy of the Fine Arts (PAFA) is America's first art museum and art school. With a world-class collection of American art and a vibrant community of working artists, PAFA occupies a unique place in the cultural landscape of Philadelphia and the nation. Docents help bring this legacy to life by connecting visitors to art, artists, and the creative process.

SUMMARY

The Operations and Security Coordinator serves as a lead operational resource responsible for coordinating and executing PAFA's campus security and select operational functions. Reporting to the Chief Operations Officer (COO), this role plays a critical part in ensuring a safe, secure, and well-managed campus environment.

This position operates with a high degree of independence, coordinating vendor performance, supporting incident response, and driving execution of operational standards across security, housekeeping, and event support functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Coordinate and oversee daily security operations, ensuring proper staffing, coverage, and adherence to protocols.
• Serve as the primary day-to-day point of contact for contracted security and housekeeping providers.
• Monitor contractor performance, address services gaps, and recommend changes or corrective actions to the COO as needed.
• Conduct regular inspections and security assessments to identify risks related to access control, life safety, collections protection, and public safety; recommend and implement corrective actions.
• Support and coordinate incident response, including documentation and follow-up actions.
• Serve as primary liaison with local police, fire, and emergency authorities as required.
• Oversee access control systems, key and card access programs, visitor sign-in protocols, and internal security programs.
• Partner with Visitor Experience, Museum, and Events teams to plan and staff security and operational coverage for exhibitions, public programs, and special events.
• Coordinate and oversee the setup, support, and breakdown of internal and external events, including room configurations, furniture and equipment placement, vendor coordination, security staffing, housekeeping services, access control, and restoration of spaces following events.
• Review invoices, track service delivery, and flag discrepancies.
• Assist in implementing security and operational procedures and continuous improvements.
• Provide on-site support and leadership during events, incidents, and emergencies as required.
• Assist the COO in developing and managing the security and housekeeping portions of the operations budget.
• Serve as the primary day-to-day manager for contracted security and housekeeping services, setting clear expectations and performance standards.
• Support capital projects, building renovations, and facilities work by assessing and coordinating security and operational impacts.
• Perform other related duties as assigned by the Chief Operations Officer.

QUALIFICATIONS

• Bachelor's degree preferred; equivalent combination of education and relevant experience considered.
• Minimum of 4-6 years of experience in security, operations, or facilities management, preferably in museum, high education, cultural, or public –facing institutional environment.
• Strong understanding of security operations, event coordination, or facility management.
• Ability to work independently and make sound operational decisions.
• Strong communication, problem-solving, and organizational skills.
• Working knowledge of security operations, access control system, emergency response procedures, and life-safety requirements.
• Ability to exercise sound judgement in sensitive, high-pressure situations.
• Proficiency with standard office software and incident reporting systems.

WORKING CONDITIONS

Must be available to work flexible hours, including evenings and weekends, as required by operational needs and events.

Ability to move throughout campus buildings, including historic facilities, and respond quickly to incidents or emergencies.