Administrative
Coordinator
About
Department: Engagement
Status: Full-time, Exempt
As Northeast Ohio's premier site for contemporary art, moCa advances the critical role that art and artists play in our world. Grounded in Cleveland and engaged in the global cultural ecosystem, we focus on art now to open and connect people to new possibilities. Our work culture is passion-driven, inclusive, fast-paced, collaborative, and fun. We value and support an enterprising staff who anticipate and react nimbly to change, embrace new opportunities, embrace and learn from failure, and face challenges responsibly and thoughtfully. moCa is the people who help to realize its mission and each employee has agency and accountability for moCa's success and value to our community and audiences.
The Administrative Coordinator (AC) is responsible for logistics and administrative support in primary service to the Engagement and Operations departments. A primary responsibility of this role is staff scheduling, event and daily attendance tracking, procedural documentation and policy tracking, and Learning Session planning and clerical support for moCa’s Engagement Guide (EG) program, which focuses on welcoming and orienting onsite learners (visitors), supporting and customizing their experience, nurturing dialogue, caring for the art and architecture, and contributing innovative ideas to enhance future onsite experiences. The AC also serves as a primary onsite Engagement Manager-on-Duty, modeling best practices for EG behavior, supervising rotations and breaks, supporting learner and EG questions and needs, and ensuring public museum spaces and amenities are staged, complete, and available. In addition, the AC is responsible for specific office and administrative responsibilities that contribute to the success of moCa’s Engagement and Operations teams and collaborative work across the whole museum.
ENGAGEMENT GUIDE COORDINATION:
Coordinates, sets, maintains, and tracks seasonal EG schedule for all museum shifts, Learning Sessions, weekly communications, and lead pre and post shift meetings as directed by the Visitor Engagement Director; Serves as onsite EG Engagement Manager-on-Duty during moCa’s public hours, modeling EG best practices, partnering with the Security Coordinator and Operations Director to ensure the museum is fully staffed and supported during public hours, coordinating and supporting break schedules and rotations, and help to address EG and learner needs or concerns Draft, update, and/or coordinate information or materials for EG procedural guides, communication materials, and best practices documentation and attend cross-departmental team meetings to receive and share information related to EG program activity and goals Coordinate with onsite staff to monitor and maintain accessibility, appearance, and cleanliness of all public areas while enforcing security and safeguarding policies that ensure the safety of audience members, artworks, and spaces
DEPARTMENTAL ADMINISTRATION:
Assists the Visitor Engagement Director with data collection and analytics, including event and visitation surveying Assists with production (using design templates from the Marketing department) of printed and digital engagement and audience-directive materials and the set-up, attendance tracking, and teardown of public events as requested and appropriate Tracks Shop sales & monitors stock inventory Helps upkeep, organize, restock, and record keep the Practice Lab spaces, activities, materials, and creative responses.
OFFICE SUPPORT:
Answers the moCa telephone, directing calls appropriately, and returning moCa voice mails Monitors and helps maintain office supplies and administrative organization Creates and maintains the kitchen duty schedule and kitchen inventory Provides other administrative and office support as requested and directed
PREFERRED LENGTH AND TYPE OF EXPERIENCE:
1 year+ experience with supply ordering and inventory management
1 year+ experience with scheduling a team of 10-15 people
1 year+ experience in customer service including both in-person and verbal and written communications
KNOWLEDGE, SKILLS, AND ABILITIES:
Motivated, reliable, responsible, and professionally-oriented
Demonstrable interest in museum engagement
Upholds obligations and follows established procedures
Proficiency using Google applications (email, docs, drive, calendar), Microsoft Office software, and handheld transceivers
Effective written and verbal communication skills in English
PHYSICAL DEMANDS:
Employee will be required to move through the office and multiple floors of the museum regularly, possibly standing for periods of time in galleries that have concrete floors
Employee frequently will be required to actively listen and exchange information in-person, by phone, by handheld transceiver, and by computer
Employee will be required to work weekends and occasional evenings
Beyond hours in which moCa is open to the staff and public, employee may be required to work occasional early mornings or evenings for special events, with notice
WORK ENVIRONMENT:
Daily schedule during exhibition seasons: Wednesday-Friday, 9AM-5:30PM and Saturday-Sunday, 10AM-5:30PM
Daily schedule during Spring/Summer installation museum breaks: Monday-Friday, 9AM-5PM
Eligible for medical, dental, and vision benefits
Eligible for 403(b) Savings Plan
2 weeks paid vacation, 13 paid holidays
Reports to Visitor Engagement Director
DIRECT REPORTS: Engagement Guides (when acting as Manager-on-Duty)
Curious and open-minded lifelong learners who enjoy new ideas and perspectives
Inspired by and interested in contemporary art and culture
Committed to diversity, equity, inclusion, and accessibility
Responsive, flexible, and adaptive to regularly changing content and needs
Self-starters who are enterprising in their time and resource management
Respectful, collaborative, caring team players
$38-48K
Interested candidates should email a PDF resume and a separate PDF cover letter to ngrave@mocacleveland.org using the subject line: "moCa Ad Application” Questions may be directed to this email address. Applicants should not reach out directly to moCa staff with materials or questions.
moCa &
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To perform this position successfully, an individual must be able to perform each job duty satisfactorily. The duties above are intended to outline those functions typically performed by individuals assigned to this classification. This description of duties is not intended to be all-inclusive or to limit the discretionary authority of the Kohl Executive Director to assign other tasks of a similar nature or level of responsibility nor does it imply an employment contract The requirements listed above are representative of the knowledge, skills, and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties.