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Project Assistant for the Association of Print Scholars and Getty Paper Project Printmaking Workshop for Early-Career Curators (Part-time)

The Association of Print Scholars seeks a highly organized, collegial, and efficient project assistant to support the development of two workshops for early career curators of prints and drawings scheduled for June 2021 and May 2022.

Under the supervision of the President of the Association of Print Scholars and Workshop Coordinators, the Project Assistant will work remotely, but is expected to maintain frequent and timely communication via email and occasional teleconference meetings.

The Project Assistant will perform a variety of complex administrative/support duties; manage communication with internal and external stakeholders; provide logistical oversight supporting activities and planning related to the workshop; and assist with filing and reporting of data following each workshop.

Roles and Responsibilities:
• Provides administrative and logistical support to APS Officers.
• Organizes and implements administrative systems and procedures, including ensuring adherence to the workflow and project timeline as defined by APS leadership.
• Manages the logistics of the participant application and selection process. Produces a spreadsheet as a tool for selection and metrics for funder.
• First point of contact for external inquiries related to the workshops, consulting with APS leadership, as needed.
• Coordinates cohort logistics (e.g., assembles digital course syllabus & orientation packets, documentation for stipend disbursement, travel arrangements, visa applications, catering, etc.)
• Provides administrative and logistical support for workshop activities including, but not limited to: marketing and outreach; scheduling preparatory meetings; completing and submitting required invoices/forms; coordinating with internal and external departments to ensure activities are executed efficiently.
• Serves as remote liaison for APS leadership to assist with emergent troubleshooting while they are on-site conducting each workshop.
• Liaises with external parties to coordinate logistics, including: guest instructor travel and accommodation, contracts and documentation needed for payment of honoraria, confirming dates, compiling relevant forms.
• Gathers and maintains data, surveys, participant information related to the workshop for grant reports to be prepared by APS leadership.
• May compose, proofread, edit and prepare correspondence, reports and other materials using word processing, spreadsheets and/or databases.
• Performs extremely accurate and timely financial processing and reconciliation for bill payment, invoices and receipts.

This is a temporary part-time non-benefitted position, with an hourly wage of $27. The term is 11 months [two 5.5 month terms, from January 2021 - June 2021 and December 2021 - May 2022]. Applicants can apply for either session, however, preference will be given to an applicant who can complete both terms. Please be sure to note your availability in your cover letter.

Note that this position will require flexibility in terms of schedule, which will not be consistent and may include some weekend hours and/or evening communication. Therefore, the ideal candidate must be reliable when working independently to abide by the hours allotted, as well as provide meticulous reporting of time worked to APS leadership on a bi-weekly basis.

• Minimum of 3 years of related high-level administrative support and large-scale event planning experience.
• Bachelor’s degree strongly preferred.
• Exceptional organizational skills and adaptability will be essential to success in this position.
• Ability to multi-task and maintain a positive, helpful attitude.
• Interest in museums, art, or printmaking is helpful, but not required.
• Proficient in relevant software (i.e. MS Office, G Suite, Adobe Suite, Quickbooks).
• Excellent written and verbal communication skills.

Please apply by sending a resume, cover letter and contact information of two references to
Relevant research areas: North America

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