GENERAL SUMMARY:
Under the general supervision of the Chief Curator, Susan Donnell and Harry W. Konkel Curator of European Art, the Curatorial Administrator performs varied administrative functions to effectively provide routine and special project assistance to the department leader and provides project management and organization for specific departmental activities to ensure successful curatorial programs in support of the Portland Museum of Art’s (PMA) mission.
ESSENTIAL JOB FUNCTIONS:
Carries out administrative tasks and activities as assigned by the Chief Curator, Susan Donnell and Harry W. Konkel Curator of European Art, such as scheduling, meeting preparation, and committee correspondence and planning in a manner consistent with the PMA's priorities, vision, and values.
Serves as a liaison on behalf of the Chief Curator, Susan Donnell and Harry W. Konkel Curator of European Art, using diplomacy and tact regarding communicating internally and externally to artists, collectors, other museums, contractors, trustees, constituents, and visitors.
Collaborates with department staff on planning, communications, document routing, tracking statistics, and recordkeeping processes to support goals to keep projects on time and within budget.
In conjunction with department and other museum staff, manages the department calendar, attends and takes minutes at meetings, provides budget and expense tracking and documentation, prepares presentations, and performs other administrative duties as assigned.
Works with department and other museum staff to coordinate gallery rotations and conduct preliminary research on works of art.
Fields and responds to inquiries, both public and internal, regarding the collection, artists, acquisitions, exhibitions, programs, and general curatorial matters. Assists with the coordination of mailings and reports.
Manages calendar and travel schedule, as well as travel planning, for the Chief Curator, Susan Donnell and Harry W. Konkel Curator of European Art. Coordinates travel for visitors such as curators, scholars and artists, and others as assigned.
Maintains the calendar and schedules use of the Peggy L. Osher Art Study and Collection Committee Conference Room by members of the public as well as internal constituencies and performs administrative responsibilities related to the room.
Serves as a departmental resource for navigating the PMA’s forms, paperwork, procedures, and equipment and communications systems. Serves as a resource to train and guide new support staff throughout PMA, and as a team leader to support staff within the department and across PMA as assigned.
Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted during work.
Supports the PMA’s strategic goal to advance a culture of inclusivity and diversity.
Performs special projects and other related duties as required, directed, or as the situation dictates.
Complies with all PMA safety rules and procedures.
SUPERVISORY RESPONSIBILITY:
None.
EDUCATION & EXPERIENCE:
Bachelor’s Degree in a related field with at least two to three years of experience in administrative support and/or office management, including experience working with volunteers. Administrative support experience in a museum or gallery setting is preferred.
QUALIFICATIONS:
Extensive knowledge of business and correspondence practices using independent judgment, discretion, tact, and diplomacy.
Ability to communicate effectively in person, over the phone, and via email.
Excellent office management, organizational, and typing skills.
Ability to organize, process, and maintain files and records while maintaining confidentiality.
Strong interpersonal and communication skills; ability to work effectively with and to assist staff, donors, and community members in person, over the phone and via email.
Flexible and creative problem-solver; ability to multitask, organize work, and meet deadlines with careful attention to detail and a commitment to quality in a fast-paced, collaborative environment.
Ability to operate computers and assigned software, including Microsoft Office and database applications.
Strong writing, editing, and proofreading skills; ability to compose letters and papers independently with excellent grammar and syntax while adhering to PMA brand charter and style guide.
Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
Available to work occasional evening and weekend hours.
Ability to handle sensitive and confidential information with discretion.
WORKING CONDITIONS & PHYSICAL DEMANDS:
Regular attendance at the workplace is required.
The majority of work is performed in a museum or gallery setting or in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and other office equipment. Work involves extended sitting, computer use, small muscle tasks, and extended periods of standing and/or walking. Weekend and evening hours required. TERMS:
The Curatorial Administrator position is a full-time, full-benefits, salaried, exempt, UAW Local 2110 union position with a full salary range on pay grade H (see below).
COVID-19 PRECAUTIONS:
The PMA requires all employees to be fully vaccinated and boosted in accordance with CDC guidelines. Proof of COVID-19 vaccination and booster status is required.
TO APPLY:
Qualified candidates are invited to apply by submitting a cover letter and resume.
Job applications will be accepted electronically only and will be reviewed on a rolling basis until the position is filled.