The Administrative Coordinator, Legion of Honor, Curatorial, supports the functions of curatorial departments at the Legion of Honor, working closely with the Chief Curator in an administrative capacity. Essential functions of this position include; administrative support and project coordination for the Chief Curator; administrative support for documentation and management of the European paintings collection; administrative support on expense reporting and budget tracking for Curators-in-Charge of European Decorative Arts and Sculpture and of Ancient Art.

Typical Duties and Responsibilities:

• Provides administrative support to the Chief Curator including but not limited to scheduling meetings, answering or arranging calls, organizing and prioritizing post and e-mail, managing Google calendar, organizing and drafting correspondence.
• Coordinates interdepartmental meetings and collaborative projects involving all three Legion of Honor curatorial departments (European Paintings, European Decorative Arts and Sculpture, Ancient Art), including gallery didactics, joint installations, and joint public programming. Prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested.
• Using collection management database (TMS) and project management software (Asana), supports the documentation and management of the European paintings collection, tracking and recording acquisitions, loans, and installations.
• Builds and maintains paper files on objects in the European paintings collection.
• Maintains exhibition checklists and coordinates curatorial workflow of loan letters for exhibition projects originating in the European Paintings department, managing templates and, under direction, drafting requests.
• Coordinates business travel for Chief Curator; creates and processes expense and credit card reports for Chief Curator as well as for Curators-in-Charge of European Decorative Arts and Sculpture and of Ancient Art.
• Working with corresponding department heads, tracks budgets for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings.
• Enters and tracks purchase orders in the P.O. database and processes invoices in Papersave for the office of the Chief Curator and the departments of European Decorative Arts and Sculpture, Ancient Art, and European Paintings, subject to final review and signature by relevant department heads and members of Leadership Team.
• Maintains and updates documents and spreadsheets in Googledrive including: object lists, task schedules, budgets, and draft documents.
• Performs general administrative work for Legion of Honor curatorial departments. Processes memos and requests.
• Under direction, creates PowerPoint/Google Slide presentations for Chief Curator.
• Proactively anticipates future needs based on upcoming events, meetings, deadlines, installations, and other activities;
• Performs other duties as assigned.

Minimum Qualifications:

Education: Bachelor’s Degree, preferably in art history or a related field within the humanities.

Work Experience: Three years of office administrative experience, working with a senior level manager or director; work in a museum or similar environment strongly desired.

Skills and Abilities:

• Self-motivated, highly organized, and deadline-driven.
• Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy.
• Ability to thrive in a fast-paced environment. Time management skills are essential.
• Project management experience a plus, but not required. Training can be provided.
• Knowledge of basic business math skills.
• Knowledge of modern office methods, practices, and procedures.
• Knowledge of various filing systems and report writing.
• Exceptional interpersonal skills.
• Ability to establish and maintain effective and appropriate working relationships with a wide variety of individuals including staff, outside contractors and vendors, volunteers, trustees, senior staff, the general public, and outside organizations.
• Strong follow-through skills and problem-solving skills with an ability to meet deadlines.
• Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures.
• Proven record of accomplishment of outstanding administrative skills.
• Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
• Available to work nights and weekends for events or deadlines as needed.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite, PaperSave, and other standard office procedures and equipment. Working knowledge of The Museum System (TMS) and Asana, a plus but not required.
• Ability to work on the computer on a continuous basis; basic understanding of databases. Performs work responsibly and in a timely manner, exercising considerable independence and sound judgment in making decisions and a strong ability to prioritize.

Additional:

COFAM is committed to advancing career opportunities for a diverse pool of qualified and capable talent, centering equity and inclusion across all aspects of our recruitment strategy.

The starting rate for this role is $30.97 per hour. This rate is step 1 of a 7 step union pay scale.

This Union role is eligible for the Museums' benefits package, including medical, dental, and vision insurance plus a generous time off package.

This position is eligible for a hybrid work schedule. Hybrid schedules typically include at least 3 days a week onsite and up to two days per week working remotely.

___

Application Deadline: Sunday, April 28, 2024 (9pm PST)

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HumanResources@famsf.org.

___

COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.

COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Comprising the de Young Museum in Golden Gate Park and the Legion of Honor in Lincoln Park, we are the largest public arts institution in the City of San Francisco and one of the largest art museums in the United States. The de Young, designed by Herzog & de Meuron and located in Golden Gate Park, showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa. The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin's The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.