Department Coordinator, Conservation

Philadelphia, PA
Full Time
Entry Level
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. 

Working independently but under the supervision and guidance of the Director of Conservation, the Department Coordinator supports the entire Conservation department with effectiveness and efficiency. The Administrator is responsible for preparing and maintaining all budget records; processing all purchase orders; creating and maintaining Conservation staff personnel files; assisting in the planning of and organizing materials for Conservation Committee Meetings.


Specifically, you will:
 
  • Maintain digital filing systems for contracts, budgets, and meeting notes
  • Manage division calendar, shared drives, and vendor lists
  • Coordinate logistics for equipment maintenance, service contracts, and vendor access
  • Prepare agenda and minutes for bi-weekly Conservation Department Heads meetings
  • Assist Director of Conservation in preparation of annual budget.
  • Prepare and maintain all budget records, including monthly purchase logs, separate charge line accounting, and monthly reports.
  • Present quarterly summary of operating budget at Conservation Department Heads meetings.
  • Receive checks and prepare deposit memoranda.
  • Verify budget figures via Financial Edge and resolve differences.
  • Assist Director of Conservation in preparation of financial information for grants; maintain all budget information for grants.
  • Process all purchase orders, place orders, track orders, process returns.
  • Prepare invoice transmittals for payment; check invoices for accuracy.
  • Work with Director of Conservation on preparation of confidential personnel forms for Human Resources.
  • Create and maintain current and former Conservation staff personnel files.
  • Maintain all hourly expenditure records with current balances.
  • Work closely with Director of Conservation to coordinate and plan bi-annual Conservation Committee meetings.
  • Serve as liaison between Conservation department and committee members between meetings.
  • Prepare and assemble packets for Conservation Committee meetings; post agenda and any additional materials for meetings to Board Effect; arrange for all technology needs and order conference dining for meetings.
  • Record, assemble, and distribute meeting minutes.
  • Perform other duties as assigned.

Your background and experience include:
  • Prior administrative experience, preferably with a focus on budget administration or finance.
  • Bachelor’s degree in Business or related field (or equivalent combination of education and experience).
  • Excellent computer skills. Proficient in Microsoft Office Word, Excel, and PowerPoint. Experience with databases preferred.
  • Demonstrated strong organization; ability to set priorities, manage time effectively and complete multiple assignments on time.
  • Good oral and written communication skills; excellent grammar, spelling, and punctuation. Able to compose standard business correspondence.
  • Ability to perform difficult administrative work using independent judgment and personal initiative.
  • Ability to maintain confidential information.
  • Ability to establish rapport and maintain positive working relationships with individuals throughout an institution.


Position and Compensation Details
  • The hourly rate for this position is $22.31.
  • This position is Full-Time, Exempt, and 35 hours per week.
  • This position is part of the AFSCME Local 397 bargaining unit.
  • This position reports to The Neubauer Family Director of Conservation
  • This position is required to be performed fully onsite at Philadelphia Museum of Art locations.
  • 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
    • Job-specific physical requirements
  • 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:
 
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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