Job Information
Philadelphia Museum of Art Departmental Coordinator, Visitor Services in Philadelphia, Pennsylvania
We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.
We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.
How You Will Contribute
Working across all areas of the museum with the Director for Visitor Services, the Departmental Coordinator provides administrative support ensuring an effective and productive work environment.
Specifically, you will:
Provide regular oversight/responsibility for physical office environment, maintaining order, coordinating clean-ups as needed, assessing storage, and overseeing routine transfer of materials to archives.
Perform administrative duties including but not limited to sorting mail, filing, ordering office supplies and equipment, and drafting correspondence.
Answer and resolve incoming phone queries from visitors and members.
Assist in the coordination and development of presentations for the department.
Greet and assist department guests and visitors with attention and respect and facilitate their requests and questions.
Organize travel and ancillary arrangements for the department and prepare detailed itineraries when necessary.
Assist in coordination of departmental projects, including maintaining project timelines, assisting in research and compilation of data, and helping to ensure effective cross-departmental communication.
Process all visitor comments in the Comment Database, send responses, and ensure proper dissemination to the appropriate internal staff.
Monitor Visitor Services e-mail account, responding to each inquiry in a timely manner and distributing cross-departmental inquiries accordingly.
Support Visitor Services with processing and corresponding with both internal and external stakeholders with ticketing and group visit coordination when needed.
Assist in managing collateral inventory of front-line materials such as maps and brochures. Work with department leadership ensure stock is sufficient and ordering process is maintained.
Attend cross-departmental and inter-divisional meetings as needed and circulate reminders, agenda, and minutes.
Responds to and fulfills fundraiser/donation requests by letter, telephone call or e-mail.
Serve as departmental liaison with other departments within the museum.
Help plan and execute departmental social gatherings.
Assist in orienting new staff members to the department.
Perform other duties as assigned.
Your background and experience include:
Excellent communications skills with the ability to work with individuals across all levels of the museum.
Proficient in all Microsoft Office products, specifically Outlook, Word, Excel PowerPoint, and SharePoint.
Experience in a professional environment demanding thoughtfulness and confidentiality
Bachelor’s degree or relevant equivalent experience.
Position and Compensation Details
The hourly rate for this position is $21.67.
This position is Full-Time, Non-Exempt, and 35 hours per week.
This position is part of the AFSCME Local 397 bargaining unit.
This position reports to the Director of Visitor Services.
Physical requirements:
Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Institutional Requirements
Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
Maintains confidentiality.
Adheres to all museum protocols, procedures, rules, and policies.
Application Timeline
Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.
What We Offer
Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
Free general admission to the museum for you and your immediate family
Discounted guest tickets for admission
Discounts on gift memberships
Special staff tours and presentations from our curatorial and conservation teams
Discounts at the museum restaurant, museum cafés, and museum retail and online stores
We offer a comprehensive benefits package for employees including:
Medical, dental, and vision benefits
Fully paid short-term disability insurance, long-term disability insurance, and life insurance
Health savings or flexible spending account program
Retirement savings program with museum match
Paid vacation, personal days, sick days, and holidays
*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.
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