Department Coordinator, Asian Art

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. 

The Departmental Coordinator provides clerical and administrative support to the department and liaises with other museum offices.  You will maintain a positive work environment by assisting where and when needed to ensure a smooth and productive department with all its many facets. 

Specifically, you will:
 
  • Respond to public telephone calls and general inquiries by mail and email
  • Maintain object and other departmental files
  • Follow a specific schedule in coordinating departmental committee meetings and other departmental events by arranging meeting space, sending notices, tracking acceptances and regrets, preparing agenda, recording and taking minutes, circulating draft minutes, distributing final minutes, agenda, and reports to departmental committee and Executive
  • Assist in the preparation of the departmental budget and annual report
  • Track departmental expenses and prepare invoices for payment
  • Retrieve and distribute mail
  • Order and maintain office supplies and equipment
  • Coordinate volunteers, researchers and other visitors
  • Manage the Asian Art library and related requests
  • Represent department on museum-wide committees as needed
  • Perform other duties as assigned

Your background and experience include:
 
  • Previous administrative support experience desired
  • Ability to coordinate multiple tasks and processes
  • Superb attention to detail
  • Excellent organizational skills
  • Excellent written and verbal communication skills
  • Strong interpersonal skills, with the ability to interact well with others
  • Ability to assess priorities
  • Solid computer skills including experience with Microsoft Office (Word, Excel, and PowerPoint) with the ability to learn the collection database and Financial Edge software
  • Strong personal initiative to determine and complete projects that will benefit the department


Position and Compensation Details
  • The hourly rate for this position is $19.59.
  • 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 Maxine and Howard Curator of Korean Art and Head of Asian Art Department
  • This is a one-year term position, ending November 2026
  • 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
  • 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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