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Operations Coordinator

Seeking dynamic, skilled, personable and organized Operations Manager to join the team at Monterey Museum of Art. Oversee Museum Master Calendar, events and logistics for education programs, private events and in-house and volunteer group functions. Supports Executive Director and Advancement Manager with special projects, scheduling and database.

Title: Operations Coordinator

Department: Administration

Date Prepared: July 2017

Reports To: Executive Director/Advancement Manager

FLSA Status: Exempt

GENERAL SUMMARY

Assists Executive Director and Advancement Manager with setting meetings, scheduling and administrative functions. Manages Master Calendar. Under general supervision, works with clients, staff and volunteers to plan, organize and implement events at the Museum, including education, private, in-house and volunteer group function. Manages facilities rental program and group sales. Enforces policies and procedures for all events.

DUTIES AND RESPONSIBILITIES – ESSENTIAL FUNCTIONS

• Support Advancement Manager & Board Liaison with all board meeting scheduling, minutes, reports, attendance and logistics.
• Assist Executive Director and the Advancement Manager & Board Liaison with administrative duties, keep managers current with logistical issues at the Museum.
• Maintain the facilities Master Calendar with complete information on all events.
• Develop and manage business plan to track profitability or events programs.
• Prepare the Events annual budget of projected expenses and income for Advancement Manager.
• Prepare work orders and purchase orders for each separate event and operations
• Plan and/or schedule events held at the Museum.
• Handle all inquiries regarding Museum administrative issues, rentals, facility use; initial contact for Executive Director and Advancement Manager & Board Liaison staff.
• Attend planning sessions to coordinate set-up and procedures.
• Supervise the work of the event vendors, caterers and the kitchen staff.
• Maintain copies of signed contracts for all private events.
• Coordinate with Business Office, the invoicing of all constituents and clients.
• Maintain the Museum’s inventory of equipment and in-kind supplies related to events and office
• Create, obtain affirmation and enforce consistent written policies for all events.
• Keep abreast of and enforce ABC laws.
• Purchase and maintain the inventory of all alcoholic beverages for the museum.
• Supervise staff assigned to events.
• Supply pertinent event information to the Gallery Guide staff.
• Report events attendance breakdown to Education and Public Engagement Manager.
• Coordinate facility projects with the Director of Facilities.
• Support Education and Public Engagement Manager with event logistics.
• Assist as required in related duties.

MINIMUM QUALIFICATIONS FOR CONSIDERATION:

Education: Four year college degree.
Professional Experience: 2 years’ experience in the Events and logistics field.
Knowledge/Skills/Abilities: Excellent verbal, writing and communications skills. Customer service focused. Excellent organizational skills. Knowledge of DonorPerfect, Microsoft Windows, MS Word, MS Excel, MS Outlook and social media platforms. The ability to lift boxes and other objects weighing up to 30 pounds to waist height. The ability to set up and break down the museums folding chairs and tables of various sizes

DESIRABLE QUALIFICATIONS/ATTRIBUTES

Non-essential Functions: None

Desirable functions: Ability to work well with others as well as the ability to observe and anticipate client needs. English and Spanish speaking.

Additional Education, Certification or Professional Designations: Customer Service, Communications, Museum or Non-profit studies.

Working Conditions: Normal office environment as well as event supervision during receptions and meetings. Occasional local travel to purchase supplies for events and between the two museum’s locations. Possible regional and national travel for professional development. Ability to work evenings and weekends.

Supervisory responsibilities: Event Assistants, volunteers.
DISCLAIMER
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

APPLICATION PROCESS:
To apply email cover letter, resume and contact information.

We are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.


 

Gallery Guide Position

compensation: $12.00 per hour
employment type: part-time non-exempt position

This position includes customer service, education and security. This would include greeting visitors, running a point of sale, being informed about current and upcoming exhibitions, leading school groups and adult tours, teaching art workshops and classes, working events and insuring safety of the visitors and art.

Minimum Qualifications for consideration:

Education: BA in Fine Art, Art History, Museum Studies or Education preferred but not required

Professional Experience: Two years experience in education, customer service, retail sales, hospitality, or with an art organization. Recommended experience with children.

Knowledge/Skills/Abilities: Strong interpersonal and communication skills. Interest in art education and museums, enjoys working with children and adults, the ability to enforce museum rules and policies, capable of making decisions in emergency situations. This position will involve a lot of movement and walking. Bilingual applicants are encouraged to apply.

HOURS: Must be available as needed Tuesday-Friday.
Some State holidays and weekends and evenings. Hours and responsibilities may expand over time.

Please send cover letter and resume to education@montereyart.org