Gallery and Programs Manager

Gallery and Programs Manager

Position Overview

The Gallery and Programs Manager oversees the day-to-day operations of the gallery, ensuring the smooth coordination of memberships, exhibitions, educational programs, events, and administrative systems. This role supports instructors, volunteers, artists, and patrons while advancing the organization’s mission through exceptional organization, communication, and customer service. The Gallery and Programs Manager plays a key role in fostering a professional, creative, and community-focused environment.

This is a 35-hour-per-week position.

This position requires flexibility, including occasional evening and weekend hours to support events, receptions, and exhibit installations.

Essential Responsibilities

Membership Management

• Maintain and update member records in QuickBooks and Constant Contact.
• Distribute procedure manuals, newsletters, and other onboarding materials to new members.
• Manage membership dues, including invoicing and tracking outstanding payments.
• Maintain specialized membership lists (e.g., Plein Air Group, Camera Club) and manage additional dues as applicable.
• Coordinate ballot distribution and voting processes for membership-related initiatives.

Administrative Duties

• Maintain and update procedural manuals, exhibit schedules, and session calendars.
• Manage calendars for office operations, gallery events, Plein Air Group outings, and other activities.
• Track donations, maintain accurate records, and prepare thank-you correspondence.
• Manage copier supplies and distribute promotional materials, newsletters, and event flyers.
• Order office, copier, cleaning, and facility supplies as needed.

Financial Management

• Track and reconcile sales, donations, memberships, and class payments using spreadsheets.
• Process refunds through Square and WooCommerce as necessary.
• Collaborate with the bookkeeper to ensure financial accuracy and resolve discrepancies.

Exhibit Coordination

• Organize juried and non-juried exhibitions, including identifying judges, managing entries through Smarter Entry, and curating shows.
• Coordinate reception logistics, including lighting, signage, programs, announcements, and volunteer support.
• Maintain comprehensive records for each exhibit, including award details, sales, and participant information.
• Support high school art programs through outreach, exhibit coordination, and scholarship administration.

Educational Programming and Art School Operations

• Lead the planning, development, and execution of the gallery’s art school programs, including classes, workshops, and special educational offerings.
• Proactively recruit, evaluate, and onboard instructors whose expertise and teaching styles align with member interests and the organization’s mission.
• Collaborate with instructors to craft engaging, high-quality classes and workshops that respond to member feedback, seasonal trends, and artistic disciplines.
• Develop course schedules, formats, and pricing structures that balance educational value, accessibility, and financial sustainability.
• Manage the day-to-day operations of the art school, including registrations, waitlists, materials coordination, room scheduling, and on-site support during classes and workshops.
• Process instructor contracts and payments, and track student credits, refunds, and transfers with accuracy.
• Maintain accurate, up-to-date class and workshop listings in Square and on the gallery website, ensuring clear descriptions and timely updates.
• Serve as a primary point of contact for instructors and students, addressing questions, resolving issues, and ensuring a positive educational experience.
• Evaluate program effectiveness through enrollment data and participant feedback, and recommend improvements to strengthen the art school’s offerings.

Volunteer Coordination

• Maintain a volunteer database and track volunteer hours for reporting purposes.
• Assign volunteers to tasks such as exhibit installation, reception support, and studio maintenance.

Marketing and Communications

• Collaborate with Marketing Manager in management of social media accounts to ensure consistent, engaging content.
• Update the website with current exhibit, class, and event information.
• Create and distribute monthly newsletters and promotional materials.

Facility Maintenance

• Ensure studios and common areas are clean, organized, and stocked with necessary supplies.
• Oversee light outdoor and building maintenance as needed, in collaboration with Business Operations Manager.

Events and Community Engagement

• Plan and execute gallery events, including logistics, supply orders, and attendee coordination.
• Coordinate outdoor excursions, work with town officials and communicate with participants.

Customer Service

• Serve as the primary point of contact for patrons via phone, email, and in person.
• Greet visitors, assist with class registrations, and provide information about exhibits, programs, and events.

Ancillary Responsibilities

• Maintain accurate administrative records, including volunteer logs.
• Provide general administrative support, including scanning, copying, and other office tasks.
• Manage People’s Choice Awards, including contacting winners, preparing materials, and updating displays.

Skills and Qualifications

• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency with QuickBooks, Constant Contact, Square, WooCommerce, and website content management systems (or willingness to learn).
• Excellent written and verbal communication skills.
• Strong customer service orientation and interpersonal skills.
• Experience coordinating exhibitions and working with artists, instructors, and judges.
• Ability to create promotional materials and maintain accurate administrative records.

Preferred Qualifications

• Background in arts administration, gallery management, or a related field.
• Experience coordinating volunteers and managing events.
• Passion for supporting the arts and fostering community engagement.

Workplace Expectations

This position requires flexibility, including occasional evening and weekend hours to support events, receptions, and exhibit installations.

Physical Requirements

• Ability to lift and carry up to 25 pounds on an occasional basis.

Job Type: Full-time

Pay: $28.00 - $33.00 per hour

Expected hours: 35 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $28 - $33