Public Program Events Manager, Carnegie Museum of Natural History

Colonial Group; Pittsburgh (Allegheny County); On-site; USD 65,000 - 85,000; Full time

Job summary

The Carnegie Museum of Natural History seeks a Public Program & Events Manager to lead the development, coordination, and production of public programs across CMNH. You will drive revenue and ensure a unified visitor experience in collaboration with multiple departments, reporting to the Senior Director of Museum Experience.

Responsibilities include budgeting, contract review, vendor coordination, and program evaluation, with required evening and weekend work.

Qualifications

• Two years of project management and program development experience.
• Bachelor’s degree or equivalent experience.
• Experience holding non-direct reports accountable for tasks.
• Experience with contracts, budgets, and schedules.

Responsibilities

• Develop, schedule and produce public programs for CMNH and the region.
• Collaborate across CMNH and Carnegie Museums to align with mission.
• Manage program budgets and vendor relationships.
• Coordinate event logistics including staffing, AV, and production elements.
• Prepare documentation and communications for programs and events.

Skills

Project management

Public speaking

Budgeting

Vendor coordination

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Teams

SharePoint

Asana

Job description

Public Program & Events Manager

The Public Program & Events Manager is responsible for production and coordination of events across the Carnegie Museum of Natural History (CMNH) as well as development and success of the Museum’s forward-facing public programming from the ground up, with the assistance of a dynamic staff and under the direction of the Senior Director of Museum Experience. The Public Program & Events Manager takes the lead in developing, scheduling, and producing Public Programs throughout the year that appeal to communities in the greater Pittsburgh region and beyond, appeal to diverse Museum audiences, drives revenue, and promote the Museum’s mission and commitments. They proactively collaborate with staff at Carnegie Museums and with all Museum departments to create a unified visitor experience that reflects the programmatic vision of CMNH. They identify and manage budget resources, implement programs, and evaluate programs after roll-out to improve their efficacy, impact, and strategic use of budget and other resources. Duties include work on evenings and weekends.

Qualifications

Education and Experience

• At least two years of prior experience in project management and program development as
  well is required. Experience working in a cultural institution related to science or art, or in education, is preferred.
• Bachelor’s degree in relevant area or equivalent experience.
• Demonstrated experience in holding non-direct reports accountable for tasks.
• Experience with creating and reviewing contracts, budgets, and schedules.
• Demonstrated organizational, planning and project management experience with exceptional attention to detail and communication.
• Experience with Microsoft Office (Word, Excel, PowerPoint) required. Other project management software (such as Microsoft Teams and SharePoint, Asana, etc.) preferred.

Knowledge, Skills, and Abilities

• Excellent communication skills (interpersonal, public speaking, and written) including the demonstrated ability to communicate with and coordinate diverse teams of internal stakeholders as well as with external vendors in a creative, multidisciplinary, and fast-paced environment.
• Embraces working with people of different cultures, nationalities, and localities, and cares about making Museum experiences accessible to a wide variety of communities.

• Exhibits positive, professional manner, and helps build team spirit. Actively seeks opportunities for event/program building and growth.
• Ability to work with limited supervision.
• Ability to work with and maintain confidential information.

Physical Requirements

The staff sit in a non-confined office-type setting in which they move about at will. The environment for this position is clean and comfortable but includes minor annoyances such as noise, odors, drafts, etc. While performing their work, the employee:

• will spend substantial time utilizing the computer.
• will spend time in exhibition galleries and storage closets as needed.
• must travel via personal vehicle or public transport to off-site meetings and facilities.
• will operate a computer using Microsoft Office and other project management software (such as Microsoft Teams and SharePoint, Asana, etc.).

Candidates will be considered qualified if they can perform the essential functions of the job with or without reasonable accommodation.

Essential Functions and Accountabilities

• Public Programs: Development and execution of programming aligned with the Museum’s mission and commitments for the diverse audiences of Pittsburgh and surrounding regions including festivals, lectures, workshops, performances, family activities, and community events both at the Museums and via online virtual platforms.
• Content Development: Works with the Senior Director of Museum Experience, other leadership, and colleagues in Community Learning, and Museum Experience to develop new content for programs/events. Forges and maintain professional relationships with local, regional, and national scientists, artists, scholars, professionals, businesses, community organizations, and educational institutions. Works with the other managers and leaders to assess each program and ensure high quality of programs/events. Independently works cross-departmentally to ensure smooth, professional delivery of programs/events and content, and confirm that content goals are accurate and aligned with Museum mission, commitments, and strategic initiatives.
• Research: Conducts, analyzes, and presents research to Museum leadership and representatives in various departments and roles through formal presentations at meetings and informally as required or needed.
• Project Management Support: Cultivates relationships across departments. Works closely with staff across CMNH and Carnegie Museums on planning and implementation of programs, including staff in Special Events, Membership, Facilities Planning & Operations (specifically Custodial), Exhibitions, Community Learning, Visitor & Museum Services, Development, Marketing and Communication, Museum Store, etc. Coordinates design and artwork selection for programs, signage, and t-shirts. Coordinates the work of interdepartmental teams to ensure the timely delivery of program assets. May participate in other group meetings in support of both programmatic and institutional initiatives.
• Written Communication: Prepares meeting agendas, meeting notes/minutes, and email correspondence. Generates text, reports and statistical analysis of key metrics and information regarding events and programs. Responsible for making sure that all assets about programs and events are up to date on the Museum’s website for marketing and promotional needs.
• Budgeting: Conducts contract negotiation as well as managing outside vendors, contractors, and content providers, performing artists, and specialized production teams, etc. for events, programs, and productions. Responsible for creating and updating program/event budgets.
• Coordination: Coordinates the planning, quality control, and execution of programs/events including staff scheduling, staff supervision during events (including those from other departments and divisions), hands‑on operation and troubleshooting of event technology and AV systems, and vendors contracted for the events. Participates in the interview and selection process for temporary program staff. As appropriate, reviews and authorizes timesheets for staff members working programs/events. Coordinates the setup, running, live technical operation, and breakdown. Facilitates communication regarding event logistics and concerns with other Museum departments. Manages multiple programs for multiple audiences concurrently. Includes work on evenings and weekends.
• Programmatic Supplies: Unless otherwise assigned within the division, maintains inventory for programmatic supplies for department and division, and handles all orders when needed.
• Evaluation: Gathers data for general information purposes or special reports by contacting other departments, employees, and external parties as needed to assemble necessary information. Enters information into attendance and budget databases, drafts, and then produces attendance and demographic reports as needed. Works with Senior Director of Museum Experience, and colleagues in Community Learning, and Museum Experience to review and use these analytics in program development and evaluation.

• Continued Learning: Develop awareness of activities within the museum field and at peer institutions in Pittsburgh, and the surrounding region to support individual growth and maintain effectiveness of all public programming and events.
• Other duties and responsibilities as assigned by the Senior Director of Museum Experience and dependent on organizational needs.