Division of Learning and Engagement Coordinator

Position Summary

The Division Coordinator provides essential administrative, logistical, and communications support for the Division of Learning & Engagement. This role serves as a central hub for program coordination across the division (including the functions of public performance and lecture programs, gallery education, nature programs, and community and family programs)—managing calendars, scheduling systems, event logistics, and the flow of information between the division and other Clark departments. The Coordinator maintains program data and documentation, supports internal training and evaluation efforts, and ensures that program and event details are accurately communicated both internally and externally. Working closely with the Director of Learning & Engagement and division staff, the Coordinator helps ensure that division programs run smoothly, are well-organized, and are aligned with institutional goals. The position requires strong organizational skills, proactive communication, and the ability to manage multiple projects and timelines simultaneously.

Major Duties and Responsibilities (Essential Functions)

• Provides administrative and logistical support for the Division of Learning & Engagement (DL&E) and the Director of Learning & Engagement, including coordination of institutional events and initiatives. 
• Provides administrative and logistical support for the Division of Learning & Engagement (DL&E) and the Director of Learning & Engagement new and special initiatives, including the planned Wall House/Museum Internship project
• Coordinates DL&E programs and serves as the primary liaison with other Clark departments to ensure clear communication, scheduling alignment, and smooth execution of activities.
• Organizes and facilitates logistics and event-planning meetings; uses institutional event management systems to track and manage division programs; communicates updates in a timely manner to internal and external stakeholders.
• Distributes program information to relevant departments and teams on a weekly and as-needed basis.
• Maintains program statistics, prepares reports, and provides data analysis to the division director to support planning and evaluation.
• Supports division budget processes by tracking expenses, processing invoices, maintaining accurate records, and assisting with monthly account reconciliation; works closely with Finance and division staff to ensure timely and accurate financial documentation.
• Records and distributes meeting notes for division and interdepartmental meetings; maintains and updates division content on the intranet and public website.
• Manages the division events calendar and serves as the division representative for Tessitura (CRM) scheduling; provides internal support and troubleshooting as needed.
• Reviews and copy edits calendar listings and short-form program copy; submits final calendar copy to Communications by established deadlines.
• Coordinates division staff training and professional development initiatives in partnership with the director and other division management.
• Assists in developing, implementing, and maintaining event feedback and evaluation processes, including data review and recommendations.
• Represents the division at internal meetings and on committees as assigned.
• Supports special events and projects as needed.
• Performs other duties as assigned.

Hourly Rate Range: $23.75 - $26.25

Minimum Qualifications

Education, Training, and Skills

• Bachelor’s degree preferred, or equivalent work experience, preferably in arts administration, education, communications, museum studies, or a related field.
• Exceptional organizational and time management skills with the ability to prioritize competing tasks, manage complex logistics, and meet deadlines consistently.
• Strong written and verbal communication skills, including professional correspondence and copy editing for promotional and program materials.
• Proficiency with office software and database systems such as Microsoft Office Suite (Word, Excel, Outlook), Microsoft Office 365, and event management platforms.
• Experience with or willingness to learn Tessitura or similar ticketing and CRM systems; experience coordinating or supporting institutional calendar systems a plus.
• Comfort with website content management systems and intranet platforms (e.g., SharePoint, OneDrive) and the ability to learn internal systems such as the Clark’s intranet.
• Demonstrated ability to collaborate across departments and communicate effectively with a wide range of stakeholders.
• A high degree of discretion and professionalism, particularly when handling sensitive information.
• A detail-oriented mindset with the ability to track, analyze, and present data clearly.
• Interest in the arts, public engagement, and/or museum education is strongly preferred.
• Commitment to the values of diversity, equity, inclusion and accessibility.

Work Experience

Minimum of three years of relevant administrative, programming, or coordination experience, ideally in an educational, cultural, or non-profit setting.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical Demands: 
• Ability to sit at a desk/workstation and use a computer for prolonged periods of time.
• Ability to stand for up to four hours.
• Ability to bend and reach.
• Ability to lift up to 20 pounds occasionally.
• Work Environment:
• Work will be performed in an office environment and museum spaces.
• The noise level in the work environment is usually low to moderate.