Department Coordinator, Contemporary

About the role

The Department Coordinator supports the Department of Contemporary Art at the Museum of Fine Arts, Boston. Key responsibilities include leading administrative initiatives, ensuring compliance in paperwork for acquisitions, loans, and deaccessions, supervising the annual audit of the department's collection, overseeing the departmental budget, and managing donor relations.

Responsibilities

• Leads key administrative initiatives for the department, adhering to museum practices and policies.
• Ensures compliance in all paperwork for acquisitions, loans, and deaccessions by the Collections Committee, collaborating with various departments and external contacts.
• Coordinates art registration requests, including data entry, ship in/ship out requests, exhibition checklists, loan agreements, installation and conservation requests, photography, and unpacking of small works of art.
• Supervises the annual audit of the department’s collection, ensuring accuracy and updating labeling.
• Works closely with the department Chair on budget oversight, preparing fiscal year budgets, quarterly forecasts, transfers, requests for payments, reconciliations, expense reports, and general record keeping.
• Collaborates with the department Chair on Development initiatives and donor relations, including organizing Curators Circles groups, publishing newsletters, drafting event invitations, tracking RSVPs, and coordinating logistics for events and collection visits.
• Handles first contact with the public regarding works of art in the collection and proposed donations and purchases, via email or phone calls.
• Aids the Chair in scheduling activities and tracks the department’s weekly meeting agenda.
• Oversees the general maintenance of the departmental intranet site and updates the TMS database.
• Collects and organizes data for departmental reports as requested.
• Performs other duties as needed or requested, such as coordinating object study visits, assisting with departmental rotations, assessing rights and licensing requests, and answering questions from donors, dealers, and artists about the collection.

Qualifications

• BA or BS in Art History, Museum Studies, Management, or a comparable field.
• At least two years of experience, preferably in a complex arts organization/museum/cultural office environment.
• Demonstrated experience with budgets and project management.
• Familiarity with TMS (The Museum System) database is a plus.
• Strong computer skills, including Microsoft Office programs.
• A commitment to supporting the Museum’s values of Inclusion, Diversity, Equity and Access.

Benefits

The position is full-time, 35 hours per week, with a starting salary range of $49,746 - $51,500. It is affiliated with the UAW union and offers an equal opportunity employment policy.