Public Engagement Administrative Coordinator
Glenstone Museum
Potomac, MD
Public Engagement Administrative Coordinator
Glenstone Museum
Potomac, MD
Expired: November 21, 2023
Applications are no longer accepted.
- Full-Time
Position
Public Engagement Administrative Coordinator
Reports To
Director of Visitor Services / Senior Director of Public Engagement
An Introduction to Glenstone Museum
Founded with the mission to seamlessly integrate art, architecture, and nature, Glenstone is an indoor and outdoor contemporary art museum in Potomac, Maryland. Situated on over 300 acres of meadows and woodlands, the museum opened in 2006, expanded in 2018, and offers nearly 60,000 square feet of exhibition space to showcase its world-class collection of more than 1,300 works by over 200 contemporary artists. Admission is always free.
Glenstone is proud to foster a diverse, collaborative, and team-oriented work culture. As a mission-driven not-for-profit organization with an emphasis on a unique visitor experience, we offer a dynamic and fast-paced professional environment with ample opportunities for learning and professional development.
Position Overview
The Public Engagement Administrative Coordinator is a member of the Public Engagement division committed to expanding public access to Glenstone while delivering a one-of-a kind museum experience and supporting our community through collaborative partnerships. Providing administrative support across multiple departments in the division, the role will spend about 70% of their time supporting Visitor Services and about 30% of their time supporting the Senior Director of Public Engagement and other departments including, Communications, Community Engagement, and Exhibition Design.
Key Responsibilities
Visitor Services (70%)
The role will provide daily administrative support to the Director of Visitor Services to ensure the successful execution of Glenstone’s visitor program to deliver a seamless visitor experience across all visitor-facing touch points.
- Answering and directing incoming museum main line calls.
- Answering and distributing in a timely manner to the appropriate department or individual inquiries from the visitor Info and Visit email accounts.
- Procuring and replenishing items for associates and visitors.
- Maintaining inventory of collateral
- Create daily & weekly schedules for all group scheduling and necessary accommodations in accordance with Glenstone’s group protocols.
- Assisting with onboarding and training scheduling coordination for the guide team.
- Creating daily & weekly schedules for the guide team.
- Managing associate ticket request forms and scheduling visits.
- Maintaining CRM in collaboration with IT.
- Tracking operational statistics as needed.
- Mailing list management including announcement mailing and tracking, as well as ongoing maintenance of the museum-wide rolodex.
- Assisting guide team with visitor engagement on the floor on an as-needed basis.
- Other duties as assigned.
Public Engagement (30%)
The role will offer ongoing administrative support for the Senior Director of Public Engagement and other departments in the division to advance the strategic goals of the division and the organization including:
- As necessary, providing support to all departments within the Public Engagement division to prepare for meetings including creating agendas, taking meeting minutes, organizing food service, and finalizing visual presentation materials.
- Managing the monthly public engagement division meeting, distributing agenda, and meeting minutes and maintaining a monthly calendar with regular updates.
- Assisting in special event and programming production, execution, and vendor coordination.
- Scheduling and organizing travel and accommodations for vendors and guests.
- Creating and designing reports, presentations, letters, and other documents necessary to support the division.
- As necessary, providing oversight and review Power BI metrics deliverables for the division.
- Assisting in regularly updating content on GNet (internal communications).
Desired Attributes and Characteristics
The ideal candidate will be able to communicate effectively, possess strong organizational skills, have an innate desire to collaborate, and will demonstrate patience and flexibility in supporting different teams. The ability to simultaneously understand the broader functions of the Public Engagement Division while attending to administrative details is essential for success in this role.
Additional attributes include:
- Time-management skills and attention to detail.
- Ability to multi-task, remain focused, and meet deadlines consistently.
- Flexibility, a collaborative attitude, and a sense of humor will be crucial to adapt to schedule and organizational changes, and unforeseeable circumstances.
- Demonstrated ability to collaborate with peers, other staff associates and external professionals, both as an individual and as a team member.
- A positive spirit of service.
Required Skills & Experience
- Minimum of 3 years of administrative support or related experience.
- Excellent organizational skills and the ability to establish priorities.
- Excellent record keeping and database management skills.
- Proficient in Microsoft applications including Word, Excel, PowerPoint, and SharePoint.
- Proficient in customer relationship management (CRM), ticketing (Ticketure), reporting (Power BI), and visitor surveys (SurveyMonkey) or similar.
- Desire to learn and become proficient in software as needed to support the departments.
- Experience with data analytics.
- Experience interacting with the public.
- Exceptional communication skills.
- Desire to learn organizational and museum best practices including those unique to Glenstone.
- Adaptability to Glenstone’s core values and Visitor Experience guidelines.
- Ability to analyze and translate data into accessible language and graphics.
- Ability to work a flexible schedule, including weekends, weekdays, and nights when scheduled in advance.
Preferred Qualifications
- Prior experience working in the field of art and culture.
- Public speaking experience.
- Experience with graphics software.
Degree in Arts Administration, Digital Humanities, or related field
Address
Glenstone Museum
Potomac, MD
20854
USA
Industry
Business
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