CURATORIAL ADMINISTRATIVE COORDINATOR SPEED ART MUSEUM, LOUISVILLE, KENTUCKY Overview The Speed Art Museum, a nationally recognized museum, is Kentucky's oldest and largest art museum. With over 12,000 pieces in its permanent collection that spans 6,000 years, ranging from ancient Egyptian to contemporary art, the Speed serves more than 180,000 visitors annually. A national leader in arts education, serving over 30,000 children each year, the Speed Art Museum has repeatedly been voted Kentucky's best museum and is considered one of the top ten sites each Kentuckian should visit. The Speed honors its mission to bring great art to our communities through its distinguished collections and as the Commonwealth's number one venue for international art exhibitions. The Curatorial Administrative Coordinator will perform administrative work to assist the Chief Curator and Curatorial Department staff, coordinate day-to-day administrative work in the Curatorial Department; and coordinate membership administration and activities for museum's Collection Support Groups. Duties and Responsibilities 1) Perform administrative work for the Chief Curator and Curatorial Department staff and coordinate day-to-day administrative work in the Curatorial Department including but not limited to: Creating and processing documents, spreadsheets, PowerPoint presentations and databases; and preparing paperwork for contracts; Managing correspondence; making and receiving telephone calls; assisting with out of office communication management; Scanning, faxing, photocopying, and filing; Completing, obtaining approval, and submitting to the Business Office purchase orders, expense reports, foreign exchange transactions, and other documents; filing; circulating and submitting departmental and time cards for payroll processing; and Making travel arrangements for curators, consultants and others as requested. 2) Serve as Curatorial Department contact for general public telephone inquiries. Answer questions, transfer calls to appropriate museum staff or refer callers to appropriate outside services. 3) As requested, complete special projects including but not limited to: Assisting with research and development of exhibition checklists; Assisting with label writing and editing, Serving as liaison with Education Department on programming; and Assisting in basic research for acquisitions. 4) Coordinate membership administration for the museum's Collection Support Groups. Responsibilities include but are not limited to: Maintaining member/prospect databases; Producing collection support group member event and general correspondence mailings; Responding to collection support group inquiries; Providing information to the Development Department for the production of curator signed membership solicitation mailings, sending of invoices, tracking of payments and pledges, and producing curator signed acknowledgments. Work with Collection Support Group Committee Chairs and designated Curators to plan and coordinate group activities, including but not limited to: Trips, special events, and other programs. Coordinate group activities with master calendar and the Central Programming Committee. 6) Work with the Collection Support Group Committee Chairs and designated Curators to organize committee meetings including but not limited to: Making meeting arrangements, preparing meeting materials, and serving as recording secretary. 7) Work with Curators to develop, plan, and coordinate collection support group trip itineraries including but not limited to: Serving a liaison with tour operators; Maintaining participant sign-up, tracking participant deposits and payments; Invoicing participants for amounts due to the Museum after trips, and Reconciling and managing expenses for collection support group travel. Oversee production of Collection Support Group membership brochures, event invitations, and other printed materials. As requested, work with Curators to write quarterly articles for the museum's Member Magazine about the Collection Support Groups. Qualifications Ability to work accurately and efficiently, to plan and organize under pressure, and to keep track of simultaneous projects. Strong verbal, written and interpersonal skills, well organized, accurate and detail oriented. Excellent interpersonal skills, ability and experience working effectively with staff, board members, contributors, volunteers, and the public using tact and diplomacy. Proficient with Microsoft Office software. Experience with relational database and ability to become proficient with museum specific software including Raiser's Edge and CMS. Experience with travel planning for groups and individuals. Knowledge of French, Italian, German, or other European language desirable. Budget experience. Two years experience as an administrative assistant serving multiple staff members balancing competing priorities. Ability and experience perceiving, analyzing and working through situations that could impact success. Ability and experience bringing concerns and proposing solutions to management. Ability and experience using judgment and discretion; keeping confidences; and exercising tact and diplomacy. Ability and experience establishing goals and priorities, and meeting deadlines. Ability and experience accurately performing detailed work. Ability and experience working independently and as a part of a team. Minimum Requirements Undergraduate degree in Fine Arts or Art History, or equivalent art background and work experience. Proficient with Microsoft Office software. Knowledge of general management and administrative procedures and methods, and the ability to accurately type and calculate for the needs of the position. Ability to run local and regional errands on short notice, using non-museum vehicle. Evidence of strong verbal, written, organizational, and interpersonal skills. Ability and experience working simultaneously on disparate projects. Willingness to ask for assistance when necessary and take responsibility as appropriate. Physical Requirements and Working Conditions Extensive use of telephone and computer throughout the workday. Sits, reaches and lifts intermittently throughout the workday. Communicates using English language so that the requirements of this position can be fully met. Sees and hears or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met. Ability to function independently, to be flexible for interruptions and changing priorities, and to work effectively with staff, volunteers and guest. Ability to lift, push, pull, and move equipment, supplies, etc., of twenty (20) pounds throughout the workday. Works beyond routine museum administrate hours including but not limited to evenings, early mornings, and weekends so that the requirements of this position can be fully met. Access to reliable transportation so the requirements of this position can be fully met. APPLICATION DEADLINE: January 31, 2010 All qualified internal and external candidates must submit an application, resume, and cover letter (cover letter should be uploaded with resume) through our website at www.speedmuseum.org<http://www.speedmuseum.org> click on "About the Museum", then click on "Employment Opportunities" and follow the instructions to view the open positions list that provides the on-line application process. Your interest in the Speed Art Museum is appreciated however; only candidates selected for interview process will be notified. The Speed Art Museum prohibits discrimination in employment, programs, and activities on the basis of race, national origin, color, creed, religion, sex, age, disability, veteran status, sexual orientation, gender identity, or associational preference. The Speed Art Museum also affirms its commitment to providing equal opportunities and equal access to museum facilities. Do not miss out on exclusive offers, tours and events- join our e-mail list today at www.speedmuseum.org ========================================================= Important Subscriber Information: The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes). If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . 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