Program Coordinator

Description:

You serve as the primary liaison and support person for the Fellowship, International Initiatives, International Staff Exchanges, College and Graduate Programs and Travel Grant Program. You will contribute to the development of program goals, themes, and activities; create and track timetables, and ensure information sharing. You will also have the responsibility of overseeing the administrative workflow for APP’s programs working closely with the APP staff; processing of fellowship applications, implementing activities related to the fellowship program, including orientation, training and workshops. You will work collaboratively with staff and fellows throughout the Education Department and the Museum, and report to the Senior Managing Educator, Academic and Professional Programs.

PRIMARY RESPONSIBILITIES & DUTIES:

• Support the Senior Managing Educator and APP division in coordination of administrative activity, including the processing of applications for fellowships, the maintenance and oversight of the online fellowship application system, and the preparation and dissemination of financial grids and fellowship applicant grids for the Grants Committee

• Monitor and maintain budgets, prepare and process invoices, and track expenses; ensure timely payment of vendors, fellows, research scholars and exchange participants

• Ensure timely completion of tasks, facilitating communication and information flow between stakeholders (Accounts Payable, Human Resources, scholars, supervisors, and hosting departments)

• Assist in sharing the results of staff research with the wider Museum community through work-in-progress workshops or colloquia

• Conduct routine analysis on program process and outcome data and assist with evaluation efforts, gathering and tracking statistics and other data; contribute to the preparation of funding reports; and marketing efforts, including, web postings and email blasts for the APP programs

• Draft written reports and presentations related to evaluation process and findings

• Administer program and division logistics, working with Education staff and others across the Museum to ensure day-to-day program coordination, efficiency, and communication

• General office assistance including internal and external correspondence

• Other duties as assigned

EDUCATION AND EXPERIENCE:

• M.A. or active studies toward a master’s degree, with background in the history of art and visual culture, arts education or related field

• Minimum of two years of administrative experience in a museum setting or other non-profit

• Full command of the Microsoft Office Suite and solid computer skills

• Organizational skills and meticulous attention to detail

• Budget management and analytical skills.

• Communication and interpersonal skills

• Demonstrated writing skills, including the ability to write succinctly, and proofread materials for online and print publication.

• Experience working with and maintaining databases and spreadsheets utilizing complex systems

• Demonstrated ability to multitask, remain flexible, problem-solve, and take initiative.

• Visitor Engagement skills in person and in writing, additionally foreign languages are welcome