Audience Engagement Division Coordinator (FT/ Hybrid)

Primary Function:  The AED Administrative and Programs Coordinator provides administrative support for the Fleischner Family Deputy Director for Community Engagement and plays a critical role in supporting Community Engagement and Public Programs efforts through scheduling, vendor/partner management, and day-of event support for our suite of public facing programmatic offerings on the Parkway and in-community.    

Salary Range: $40,000.00 To $46,000.00 Annually

Job Qualifications 

• Bachelor’s degree in art history, business, museum studies or a related discipline OR associate’s degree with two or more years' experience in an administrative or work within a cultural institution OR four years’ relevant work experience without postsecondary education.
• Excellent verbal, written communication, and computer skills required, especially word processing.
• Organized, detail-oriented and deadline-driven individual who is cool under pressure, multitasks gracefully, takes initiative to support others and solves problems proactively.
• Strong collaboration and interpersonal skills.
• Must be able to support public-facing programs, serving an intergenerational audience, at the Barnes and external community venues. 
• Able to successfully manage multiple projects and programs and prioritize as needed. 
• Weekend and evening availability approximately one to two times per month.

Clearances:  

• Criminal Background-National
• Criminal Background for work with children -National Child Abuse, FBI, PA PATCH.
• MVR Driving Record 

Physical Activities to Perform Essential Functions: 

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:  

Approximately 80%+ of time is spent seated while working at a desk.  

Ability to occasionally transport up to 25 lbs. of files, equipment or supplies.  Ability to move to access files, equipment or supplies.

Vision Requirements:

This position requires extended time on the computer.

Communication Requirements:   

Clearly communicate in person, by phone, and by video conference. Communicate with others in conversational and written English. Multilingual (Vietnamese or Spanish preferred) individuals are strongly encouraged to apply. 

Working Conditions:           

Position operates in hybrid work setting comprised of the Barnes’ Philadelphia campus and remote work setting indicated by the employee at their documented home address.

Position requires extended time on the computer

Job Responsibilities:

Executive Assistant to Deputy Director 

• Provide administrative support for the Deputy Director for Community Engagement, including calendar management, expense processing, presentation/report preparation, and travel booking.

Event/Programming Support 

• Assist in program development, brainstorming, and planning for a variety of AED events and initiatives, including month First Friday, PECO Free First Sunday Family Day, Young Professionals Night, Barnes on the Block and other special events and partnerships. 
• Work collaboratively across multiple internal departments and external partners to assist in the execution of AED programming.
• Work with designated AED colleagues on administrative tasks related to programming, such as facilitating payments, booking travel and hotel accommodations for programming partners, coordinating catering orders, etc. 
• Support programs and events both onsite and in-community throughout the Philadelphia region.  At times, this position requires working with and facilitating activities with young learners and families. 
• With the support of AED colleagues, maintain data management systems across a variety of AED programs and events, including admissions and audience survey data.

AED Administrative Coordination 

• Draft and format departmental correspondence and create mailing lists as necessary.
• Manage departmental meetings including scheduling, coordinating content, note-taking, and post-meeting follow up, and work with members of AED to develop robust agendas for the bi-weekly AED team meeting.
• Work with designated AED colleagues to plan any externally facing meetings or conferences, including the preparation of presentations or other visual materials.
• Work with colleagues across the museum to ensure seamless communication and coordination with AED.
• Work collaboratively with colleagues across the organization.
• Perform other duties as requested. 

Organization-Wide Competencies:

1. Accountability: 

a. Prepares for work assignments and meetings, 

b. Conducts thorough fact-finding, decision-making and/or follow through, 

c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality: 

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output, 

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service: 

a. Identifies problems and collaborate with others to devise and create effective solutions. 

b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and

    cooperative working environment in accordance with our Core Values. 

c. Facilitates open communication and keeps an open mind about new ideas.

4. Leadership: 

a. Sets a good example for others, 

b. Demonstrates ethical decision-making and communication, 

c. Makes decisions. Uses a solution-oriented, collaborative approach.

5. Collaboration: 

a. Seeks win-win outcomes in decision-making, 

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others, 

c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.

6. Empowerment (Supervisors): 

a. Directs others’ work effectively with adequate goalsetting, accountability, delegation, supervision, conflict resolution, accessibility to support and resources, 

b. Motivates team to meet short- and long-term goals: individual, department and strategic plan, 

c. Creates environment for staff development.

7. Administration (Supervisors): 

a. Meets goals related to revenue targets, expense control, program fees, etc., 

b. Develops/manages budget in keeping with organizational priorities, 

c. Follows protocols and reporting requirements set by other departments (HR, IT, Facilities, etc.), 

d. Collects and analyzes data effectively, 

e. Documents work accurately and consistently, shares information appropriately.

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.