Gallery Operations Specialist
Center for Art, Design, and Visual Culture
The University of Maryland, Baltimore County (UMBC) is seeking a Gallery Operations Specialist for the Center for Art, Design, and Visual Culture (CADVC). Reporting to the Director and working closely with Center staff, students, and University colleagues in business administration, the incumbent will be responsible for overseeing and coordinating the day-to-day business, facilities, and procedural operations of the CADVC, including overseeing facility administration, coordinating endowments and special projects, administering the unit with comprehensive knowledge of institutional and unit policies, procedures, and special issues, coordinating personnel requirements, providing administrative and financial management, coordinating and implementing business relationships with partners including specialists in the fields of art and cultural production, and managing and coordinating all program financial transactions including sales.
The Gallery Operations Specialist is responsible for overseeing and coordinating the day-to-day business, facilities, and procedural operations of the CADVC, including overseeing facility administration, coordinating endowments and special projects, administering the unit with comprehensive knowledge of institutional and unit policies, procedures, and special issues, coordinating personnel requirements, providing administrative and financial management, coordinating and implementing business relationships with partners including specialists in the fields of art and cultural production, and managing and coordinating all program financial transactions including sales. See job posting for full description.
Specific duties include:
- Coordinating endowments and special projects. Monthly reconciliation of specially-funded projects. Monitor and administer Foundation accounts. Assistance with fundraising-relating events and dinners, for example, filing out the meal request forms defining the business purposes for all attendees at donor-related dinners. Assists with event coordination for donor events, special projects, and university-facing activities.
- Coordinating personnel requirements for CADVC, including managing the Federal Work Study program and other student work engagements with CADVC. Prepares and processes staff schedule and gallery calendar, including scheduling contractual employees.
- Coordinating and implementing business relationships with partners and outside vendors, including specialists in fields of art and cultural production (artists, art handlers, etc.). Oversees and coordinates all transactions related to the Traveling Exhibitions program, Publications series Issues in Cultural Theory, and Community Outreach/Public Program initiatives. Duties include project management, schedule coordination, and the formulation and organization of financial reporting associated with these initiatives, as well as payment of invoices for outside agencies, venues, vendors, and contractual employees.
- Overseeing sales plans for bookstore and other revenue-generating projects at CADVC
- Providing administrative and financial management, financial reporting and analysis to the Executive Director monthly (tracking expenses, reconciling budgets, ensuring compliance with granting agencies and other financial entities). Provides activity, financial forecast, and analyses reports for department budgets for CADVC and prepares monthly reports and reconciliations. Runs budget reports. Monitors and authorizes the payment of invoices and resolves discrepancies with vendors and other agencies.
- Working closely in transparent and frequent communication with appropriate parties in the Dean’s office, financial and advancement offices, and with other key internal partners to facilitate clear collaborative budgeting, planning, and overall organizational operations management. This includes being the CADVC HR & payroll Liaison point of contact with CAHSS Shared Services, serving as time sheet approver, staff contracting, administering PageUp, and coordinating grant management with CARAT.
- Scheduling travel for staff, visiting artists, curators, and other partners. Produces itineraries, run of show documents, meeting notes, and other organizational/documentation materials.
- In consultation with the Director, problem-solving, researching, and analyzing solutions to administrative matters. Assists Director with general administrative needs, including routine meeting notations, scheduling/calendar assistance, and overseeing certain CADVC interoffice RTs and requests including catering, workforce, and facilities requests related to office operations. Responds to routine correspondence as needed, including responding to the general CADVC mailbox and voicemail, answering audience inquiries, updating Arts and Culture calendar and other external-facing UMBC areas with CADVC activities, events, and needs.
- Performing other duties as assigned.
Requirements
- Bachelor’s Degree, or the equivalent four years of comparable experience.
- Three years of finacial management within the context of an arts administration or business administration experience; familiarity with institutional policy and procedures or demonstrated ability to learn and implement institutional procedures.
- Experience with the following or comparable experience and demonstrated ability to learn: accounting and accounting principles, PeopleSoft (finance, special funds, human resources), Excel, management of budgets, operational grant and foundation accounts, and endowments.
Preferred Qualifications:
- Bachelors Degree in Business, Finance, Accounting, Management, Arts Administration. Arts-related education would be preferred.
- Five years of university or museum/gallery, and/or cultural administration experience; experience with arts and culture-related organizational procedures and management. Management and supervisory skills are preferred. Accounting experience preferred. Budget management experience strongly preferred.
Starting at $60,000 annually, commensurate with qualifications and experience. Salary includes full university benefits. The position will remain open until filled.
UMBC is an Equal Opportunity Affirmative Action Employer
Note: A background check will be required.
To apply submit a cover letter and resume at: http://listings.umbc.edu/cw/en-us/job/494323?lApplicationSubSourceID=11560
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