Position Detail

Office and Visitor Experience Coordinator, Mount Holyoke College Art Museum (#943)

Date Posted:
12/03/2019
Type/Department:
Staff in Art Museum
Search Status:
Search Is Open - Accepting Applications
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JOB PURPOSE:

The Mount Holyoke College Art Museum seeks applications for a full-time (37.5 hours per week) Office and Visitor Experience Coordinator. The successful candidate will be a resourceful detail- and service-oriented person who thrives in a fast-paced professional work environment.

This position manages essential office operations and visitor experience functions including supervision of a team of student employees who assist with reception responsibilities and other tasks; provides crucial support to the Florence Finch Abbott Director and the Associate Director for Engagement; and manages logistics for Museum events and programs, among other duties.

The Mount Holyoke College Art Museum is a dynamic cross-curricular resource for the College through its Teaching with Art program that advances object-based learning with the Art Museum and Skinner Museum collections. Last year the Museum served 112 different courses, for a total of 40 disciplines, 218 class sessions, 3,324 student visits, and 1,025 objects pulled from storage. The Museum mounts exhibitions and offers programs for its campus and surrounding communities. The Office and Visitor Experience Coordinator is often the first person a visitor meets upon arrival; the successful candidate will be a person who excels as a front-of-house team member in a collaborative work culture.

CORE DUTIES AND RESPONSIBILITIES:

Administration/Office Management

  • Supervise daily office operations including maintaining files and the Museum’s master calendar
  • Maintain office supply inventory and office equipment; order supplies
  • Procure goods and services; track purchases
  • Manage office petty cash and reconcile the department’s credit card accounts
  • Provide support for curatorial and education departments including assisting with student intern hiring and scheduling student guards for events and group  gallery visits

 Student Staff Supervision

  • Hire, schedule, train and supervise student receptionists and gallery guards
  • Approve student timecards 
  • Maintain and update Student Staff Handbook

Visitor Experience Duties

  • Assure pleasant, thorough, and timely response to visitors and people who contact the Museum’s general phone line and email address
  • Provide reception desk coverage when necessary
  • Oversee and coordinate the dissemination of Museum printed materials, including but not limited to: the MHCAM Annual Journal, Event & Programs brochure, Visitor Walking Guide
  • In collaboration with the Associate Director for Engagement, gather attendance information from security guards as well as public program attendance figures, and maintain monthly and yearly museum visitor statistics
  • Manage the Museum shop, track merchandise inventory, oversee selection and ordering of new merchandise and accounting
  • Maintain order in the main reception/lobby area

Director Support

  • Schedule and provide logistical support for staff meetings as well as other meetings and gatherings called by Director
  • Assist with Director correspondence and presentation materials, including biannual membership appeal mailings
  • Assist with tasks related to donor events, including invitation development and distribution, registration, and production of event materials
  • Assist in coordination of Director’s travel and calendar

Events Management 

  • Coordinate logistics for all on-campus Museum events and meetings
  • Act as liaison with Event Services department to schedule museum programming
  • Correspond with guest speaker/artists and coordinate their travel, accommodations, and reimbursement for same
  • Coordinate the scheduling of the Museum’s calendar including opening lectures, gallery talks, and bi-annual board meetings
  • Schedule museum event photography, media services needs, and onsite
  • Represent the Museum’s events in the College’s Event Calendar and assist with other digital listings
  • Manage the creation and distribution of posters for advertising events with the assistance of student staff 
  • In collaboration with Museum Registrar/Collections Manager, schedule professional and student guards for Museum events as well as for events requested by College staff or externally

Liaison with Human Resources

  • Manage job searches for both student and museum staff, including the annual and semesterly hiring of interns and student receptionists; primary liaison for JobX
  • Coordinate orientation and onboarding for new students and professional staff 

Other Duties

  • Manage and maintain Museum publication archives
  • Other duties as assigned
  • Occasional weekend and evening work required

QUALIFICATIONS/SKILLS:

Associate’s degree and at least three years of administrative/office management experience or equivalent business experience and:

  • Excellent in-person and telephone customer service skills, proven experience in creating a positive, welcoming atmosphere for all visitors and callers
  • Superior interpersonal skills and the ability to develop strong working relationships with students, staff, faculty, and museum donors
  • Clear, professional written and verbal communication
  • Ability to prioritize, exercise good judgement and manage multiple projects/tasks 
  • Ability to work quickly with excellent attention to detail
  • Outstanding organizational and problem-solving skills with a strong track record of reliability and efficient follow-through on tasks and projects
  • Experience in training and supervising those in customer service is preferred
  • Flexibility and adaptability in a fast-paced environment
  • A high level of computer literacy, including proficiency in Microsoft Office, Adobe
  • Software, use of Web resources and an aptitude for learning new software
  • Ability to work independently as well as on a team
  • Demonstrated commitment to principles of community and diversity, and the ability and desire to work effectively with a diverse constituency
  • Ability to carefully follow confidentiality procedures

WORKING CONDITIONS:

Standard work week of 8:30 am to 5:00 pm, with reliable and punctual attendance required as well as occasional evening or weekend hours for museum events

SPECIAL INSTRUCTIONS FOR APPLICATIONS

Review of applications will begin on December 16, 2019. Application materials must include 1) a cover letter summarizing interests and qualifications, 2) a complete resume or curriculum vitae, and 3) contact information for 3 professional references.

About Mount Holyoke College Art Museum

The Mount Holyoke College Art Museum (MHCAM) is defined by its innovative program of teaching with art and material culture. The number of faculty and students deeply engaging with original works of art continues to grow each year. As a part of that unprecedented activity, 80 faculty members from 40 different disciplines taught not only with the art on view in the galleries but also with 1,025 objects pulled from storage.

The permanent collection at the Mount Holyoke College Art Museum comprises objects from five continents and across thousands of years of history. Particular strengths within the Museum’s 24,000 holdings are ancient Mediterranean art and artifacts, paintings, sculpture, and decorative art from Europe and the United States, and modern and global contemporary art. Categories of significant depth include photography, glass, ceramics, prints and drawings, and numismatics.

Since its founding in 1876, the Museum has been the recipient of sizeable and specialized collections. The earliest such collection comprises a group of objects that came from various donors—the so-called Missionary Collection. This group was formed during the late 19th and early 20th century through a series of gifts from alumnae of Mount Holyoke College working as missionaries in foreign countries. Other more recent gifts by single individuals, such as the Richter Collection of Netsuke, and the Fellows Collection of Silver and Snuff Bottles, have allowed the Museum to attain depth in unique areas that might not otherwise be represented in its collections. The most significant “collection within the collection” is the Joseph Allen Skinner Museum, boasting 7,000 objects acquired over the lifetime of one visionary local collector.

For more information about Mount Holyoke College Art Museum, please visit: https://artmuseum.mtholyoke.edu/

Mount Holyoke College is an Equal Opportunity Employer.

Mount Holyoke College is committed to enriching the educational experience it offers through the diversity of its faculty, administration, and staff members. Mount Holyoke seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, and relevance in a global society. In furtherance of institutional excellence, the College encourages applications from individuals from underrepresented groups, including faculty, staff, and administration of color, diverse gender identities, first generation college students and individuals who have followed non-traditional pathways to college, and individuals with a demonstrated leadership commitment to including diverse backgrounds and perspectives.