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Administrative Coordinator – Prints and Drawings & Photography and Media

ABOUT THE POSITION: Reporting to the chairs, and in close consultation with departmental colleagues, manages the administrative functions and activities of the departments. Ensures efficient and effective operation of the departments on a daily basis, assuming additional responsibilities as appropriate. Performs clerical and administrative duties, including managing all accounting, payroll, personnel, and facilities requests for the departments, and works on a variety of independent projects

At the discretion of the chairs and in collaboration with other departmental staff, supports ongoing projects and processes, including those involving acquisitions, collection maintenance, database management, deaccessions, exhibitions, gallery rotations and installations, loans, metadata, object files, online presence, research materials, and storage.

With guidance from the chairs, serves as point of contact for colleagues from across the museum and external stakeholders; as needed, supports departmental relationships with galleries, collectors, lenders, donors, estates, appraisers, artists, and committee members.


Administrative coordination: Manages administrative activities for the departments and chairs, including scheduling meetings; maintaining departmental calendars; managing correspondence; answering and routing incoming calls; processing, sorting, and routing incoming and outgoing mail; monitoring and managing inventory of office supplies; contacting vendors; coordinating special events; ordering and tracking specialized purchases; arranging travel, responding to inquiries from the general public; and greeting and assisting visitors to the departmental offices.

Departmental support: Establishes workflow systems, processes, and organizational practices for the departments; strategizes departmental approach to digitizing files and records and to maintaining the digital environment of the departments.

Budgeting: Supports budget management and oversees all accounts payable activities for the departments; processes and tracks invoices from dealers and contractors; initiates wire transfers and credit card payments; coordinates the transfer of funds between operating budget and endowments; reconciles budget documentation.

Payroll: Arranges all payroll activities; maintains online attendance calendar; calculates and monitors paid time off balances; prepares and reconciles expense accounts and travel advances.

Committee meetings: Organizes departmental committee meetings; schedules meeting dates and times; supports all related matters, including collaborating with departmental colleagues in compiling agenda and other information, and managing correspondence with committee members, donors, and dealers. If applicable, serves as departmental committee meeting point person as designated by the Office of the Secretary.

Correspondence and records: Monitors processing of documentation and paperwork, including for donations to the departments; prepares acknowledgment letters for the chairs; maintains records of financial contributions and updates donor ledger accordingly. As needed, prepares and processes confidential correspondence, reports, and paperwork for the chairs.

Personnel: Manages Human Resource documentation; prepares new staff requisitions; files personnel action forms; and initiates termination documentation. When necessary, drafts independent contractor and consultant contracts for review by the General Counsel. Assists with onboarding of new staff and ongoing general training of staff as needed.

Collaboration: Maintains clear communication with chairs about ongoing priorities, goals, and projects. Initiates and manages other departmental projects as needed; performs other duties as assigned, including study room monitoring when needed.

Relevant research areas: North America

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