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Fine Arts Museums of San Francisco · 8 hours ago

Curatorial Administrative Coordinator, Legion

San Francisco, CA, US

Full-time

Hybrid

Mid Level

$31.90/hr - $42.76/hr

3+ years exp

Fine Arts Museums of San Francisco is seeking a Curatorial Administrative Coordinator for the Legion of Honor. This role supports the Chief Curator with administrative tasks, project coordination, and documentation management for the European paintings collection.

ArtEducationMuseums and Historical Sites

Responsibilities

Provides administrative support to the Chief Curator, including but not limited to scheduling meetings, answering or arranging calls, organizing and prioritizing post (physical mail) and e-mail, managing Google calendar, organizing and drafting correspondence

Coordinates interdepartmental meetings and collaborative projects involving all three Legion of Honor curatorial departments (European Paintings, European Decorative Arts and Sculpture, Ancient Art), including gallery didactics, joint installations, and joint public programming. Prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested

Using the collection management database (TMS) and project management software (Asana), supports the documentation and management of the European paintings collection, tracking and recording acquisitions, loans, and installations

Builds and maintains paper files on objects in the European paintings collection

Maintains exhibition checklists and coordinates curatorial workflow of loan letters for exhibition projects originating in the European Paintings department, managing templates and, under direction, drafting requests

Coordinates business travel for Chief Curator; creates and processes expense and credit card reports for Chief Curator as well as for Curators-in-Charge of European Decorative Arts and Sculpture and of Ancient Art

Working with corresponding department heads, tracks budgets for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings

Enters and tracks purchase orders in the P.O. database and processes invoices in PaperSave for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings, subject to final review and signature by relevant department heads and members of the Leadership Team

Maintains and updates documents and spreadsheets in Google drive including: object lists, task schedules, budgets, and draft documents

Performs general administrative work for Legion of Honor curatorial departments. Processes memos and requests

Under direction, creates PowerPoint/Google Slides presentations for the Chief Curator

Proactively anticipates future needs based on upcoming events, meetings, deadlines, installations, and other activities

Performs other duties as assigned

Qualification

Administrative supportBudget trackingProject managementMicrosoft OfficeGoogle SuiteMuseum System (TMS)AsanaCommunicationOrganizational skillsInterpersonal skillsTime managementProblem-solving

Required

Bachelor's Degree, preferably in art history or a related field within the humanities

Three years of office administrative experience, working with a senior-level manager or director; work in a museum or similar environment strongly desired

Self-motivated, highly organized, and deadline-driven

Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy

Ability to thrive in a fast-paced environment. Time management skills are essential

Knowledge of basic business math skills

Knowledge of modern office methods, practices, and procedures

Knowledge of various filing systems and report writing

Exceptional interpersonal skills

Ability to establish and maintain effective and appropriate working relationships with a wide variety of individuals, including staff, outside contractors and vendors, volunteers, trustees, senior staff, the general public, and outside organizations

Strong follow-through skills and problem-solving skills with an ability to meet deadlines

Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures

Proven record of accomplishment in outstanding administrative skills

Ability to maintain confidentiality, a high level of discretion, and a professional demeanor

Available to work nights and weekends for events or deadlines as needed

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite, PaperSave, and other standard office procedures and equipment

Ability to work on the computer on a continuous basis; basic understanding of databases

Preferred

Project management experience is a plus, but not required

Working knowledge of The Museum System (TMS) and Asana, a plus but not required

Benefits

Medical, dental, and vision insurance

A generous time off package

Company

Fine Arts Museums of San Francisco

The Fine Arts Museums welcome more than 1.5 million visitors annually to enjoy an ambitious schedule of special exhibitions and education programs along with our world-class collection of 151,000 important artworks.

Founded in 1895

San Francisco, California, USA

201-500 employees