Administrative Skills, Analysis Skills, Budget Management, Budgeting, Calendar Management, Car Rentals, Check Processing, Communication Skills, Customer Support/Service, Equipment Rentals, Event Management, Expense Reports, Facilities Management, File Maintenance, Financial Administration, Financial Management, Fine Art, Flyers, Funding, High School Diploma, Inventory Management, Logistics, Mail Processing, Microsoft Outlook, Multitasking, Newsletter, Office Equipment, Operational Support, Operations, Order Supplies, Organizational Skills, Photocopy, Presentation/Verbal Skills, Procurement Management, Purchasing/Procurement, Record Keeping, Spreadsheets, Supplier Relationship Management (SRM), Telephone Skills, Time Management, Travel Planning, Typing, Vendor/Supplier Relations, Vendor/Supplier Selection, Willing to Travel, Word Processing, Writing Skills
Posting Details
Position Information
Applicants must be legally authorized to work in the United States at the time of hire and must maintain authorization throughout employment. This position is not eligible for sponsorship.
This position is contingent upon the availability of sufficient funding.
Position Title Museum of Fine Arts Coordinator Position Summary
The Museum of Fine Arts Coordinator serves as the primary point of contact for the museum, managing communications, supporting daily operations, and delivering high-quality customer service. The role coordinates events and departmental activities, manages vendor and contractor relationships, and supports logistics for exhibitions and special programs. This position also oversees financial and administrative functions, including budget tracking, procurement, inventory management, and general office support.
Essential Duties and Responsibilities
- Serve as the first point of contact for the Museum. Answer general inquiries on the museum social, email, and answer and direct telephone calls;
- Develop and maintains the Friends of the Museum donor list and other supporter and invitation lists;
- Liaise with other College departments, assist with coordination of logistics for events;
- Keep the budget in consultation with the Director, including processes and tracking;
- Maintain departmental and grant budgets;
- Prepare requisitions, check requests, and other budget things; Keep running budget worksheets up to date;
- Give regular feedback to requesters on status of outstanding orders, check requests, etc.;
- Maintain inventory of supplies for the departmental office, staff offices, and for events;
- Maintain copies of all financial documents.
- Coordinate with vendors the procurement of supplies and rental equipment for installation and de-installation of exhibitions, and care of the art collection in the gallery space
- Serve as point of contact for all contractors, including art handlers, conservators, appraisers, photographers, and other specialists for museum exhibitions and collection
- Order instructional and office supplies according to in consultation with staff and director;
- Coordinate periodic newsletters and/or flyers for distribution in the department and its constituents;
- Reserve facilities reservations and coordinate meals and/or refreshments for museum meetings;
- Co-coordinate special events (including after hours and weekend programs)
- Assist with the coordination of Museum Advisory Council
- Coordinate mail and express shipping receipt and delivery, including collecting and distributing staff mail;
- Arrange travel for staff, students, and official Museum guests and speakers:
- Coordinates travel reservations (air, hotel) with the College travel agent;
- Process registrations, expense reports, van/car rentals, staff, faculty and student travel forms.
- Follow-up and maintain files of purchase and other documents and provide copies to the department chair/director for record keeping purposes;
- Maintains inventory of and order office supplies, instructional supplies, and equipment;
- Assists in the preparation, submission, and follow-up of proposals and budgets (word processing, signatures, walk-through);
- Perform administrative and clerical duties such as copying, typing various forms of correspondence (i.e. letters, reports, proposals, forms, envelopes), and mailings for museum staff;
- Assist in scheduling staff meetings, donor meetings, and others things for the department;
- Prepare information for the department and/or supervisor(s) as requested;
- Other duties as assigned
Required Qualifications
High school diploma and five years of related work experience are required.
This position requires superior customer service focus, with excellent verbal and written communication, and time management skills with the ability to handle multiple projects. Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact is essential.
Excellent oral communication skills are required when providing information and responding to questions from faculty, students, parents, employees, and the general public in one-on-one or group situations. Also, must be able to read, analyze, and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals. Good proofreading skills are essential.
This work requires the ability to perform intermediate level computer skills using the Microsoft Office Suite (Word, Excel, and PowerPoint). Advanced skills may be required for some applications. In addition to producing correspondence, duties may involve assignments that require creating mail merges, fliers, forms, and spreadsheets using formulas, plus the use of Outlook and Banner Financial Module. Incumbent should have experience operating within Web-based internet environments, various forms of technology, and social media.
Preferred Qualifications
Some college is preferred.
Certifications, Licenses, Restrictions
N/A
Physical Demands
While performing the duties of this job, the employee is regularly required to: walk, talk, hear, sit, use hands to handle office supplies, and operate computer and other office equipment. The employee is frequently required to: reach with hands and arms and stand. The employee is occasionally required to: stoop, climb, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.
Shift Days % Travel Required 0% Full Time/Part Time Full-time Work Location/Schedule: This position is eligible for a hybrid work arrangement. FLSA Non-Exempt Number of Vacancies 1 Anticipated Candidate Start Date Position End Date
Posting Detail Information
Posting Number SC0898P Posting Open Date 06/05/2026 Posting Closing Date Open Until Filled No Special Instructions to Applicants EEO Statement
Spelman College is an Equal Opportunity Employer. We are a smoke-free campus.
Supplemental Questions
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Documents Needed To Apply
Required Documents
Optional Documents