Public Programs Coordinator

Department: Public Programs

Position Type: Full Time

Hourly or Salary: Hourly

Pay Range: $18.00

 

Responsibilities

• With their assigned manager, plan and implement a comprehensive slate of programs to support the Indianapolis Museum of Art, The Gardens & Fairbanks Park, including but not limited to First Thursdays, Community Days, films, making experiences, performances, outreach, and artist programs.
• Adhere to institutional and department financial processes; provide accurate and timely information for requisitions, purchase orders, credit card transactions, invoicing, etc., following finance protocol; track income and expenses for assigned projects to adhere to institutionally approved budgets.
• Draft contracts; Follow Newfields procedures to facilitate review and approval requests for contracts.
• Coordinate program logistics, including but not limited to tracking tasks and deadlines, submitting marketing work orders and ticket requests, researching and requesting film screening rights, volunteer requests, drafting and disseminating event orders, and day-of on-site facilitation.
• Organize and schedule meetings with partner organizations and performers as assigned.
• Coordinate performer and speaker travel as needed.
• Research and develop garden, park, and exhibition-related topics for program proposals that support project goals and big ideas.
• Manage and organize department resources throughout various storage locations.
• Contribute to institution-wide programs and initiatives, including but not limited to community engagement, exhibitions, and festivals.
• Adhere to departmental and institutional policies with regard to time, attendance, and communication to execute daily assignments and programming.

Required Skills

• Proficiency in Microsoft Office, with a strong understanding of Excel, Teams, and Basecamp, and other software commonly used at Newfields; and a willingness to learn new software programs as needed.
• Strong writing skills; ability to draft clear, original correspondence for internal communication as well as program copy for Newfields’ publications and marketing.
• Ability to effectively present information in one-on-one, small group situations to donors and employees and to large groups in a program setting.
• Strong attention to detail, problem-solving ability, and organizational skills. Ability to coordinate multiple tasks, meet defined deadlines, and follow up with assigned tasks.
• General knowledge of art history and basic familiarity with Newfields’ permanent collection and special exhibitions.
• General knowledge of Indianapolis-based community and arts organizations.
• Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals, and percentages.
• Reasoning Ability – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Other Skills and Abilities – Exceptional interpersonal skills. Basic understanding of public relations fundamentals and demonstrated experience working as part of a team.

Education and/or Experience

• High School Diploma and 2 years of related program experience or Bachelor’s Degree and one year of related program experience at a museum or cultural institution are required.

Physical Demands of the Work Environment

The physical demands and work environment characteristics described here are representative of that that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: While performing the duties of this hob, the employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/ or move up to 50 pounds and navigate stairs. Specific vision abilities required by this job include close vision, distance vision, color, vision peripheral vision, depth perception, and the ability to adjust focus.

Work environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the position. The noise level in the work environment is usually moderate.

The Indianapolis Museum of Art (IMA) is an encyclopedic art museum located at Newfields, a campus that also houses Lilly House, , the Gardens at Newfields, the Beer Garden, and more. It is located at the corner of North Michigan Road and West 38th Street, about three miles north of downtown Indianapolis, northwest of Crown Hill Cemetery. There are exhibitions, classes, tours, and events, many of which change seasonally. The entire campus and organization was previously referred to as the Indianapolis Museum of Art, but in 2017 the campus and organization were renamed "Newfields" as part of a branding campaign. The "Indianapolis Museum of Art" now specifically refers to the main art museum building that acts as the cornerstone of the campus, as well as the legal name of the organization doing business as Newfields.