KALAMAZOO INSTITUTE OF ARTS

Curatorial Administrative Assistant

The Kalamazoo Institute of Arts seeks a part-time Curatorial Administrative Assistant to provide administrative and operational support to the Curatorial Department. Reporting to the Director of Curatorial Affairs, this position helps keep the department’s exhibition and collections work organized and moving forward through scheduling, correspondence, document preparation, budget and invoice tracking, travel coordination, data management, and other administrative support.

The ideal candidate is highly organized, detail-oriented, responsive, and comfortable managing multiple priorities and deadlines. Strong written and verbal communication skills, proficiency with Microsoft Office, particularly Excel, and the ability to learn institutional software systems are essential.

This is a primarily onsite position. Limited hybrid work may be considered after the first 90 days based on job responsibilities and departmental needs.

Who We Are

The Kalamazoo Institute of Arts (KIA) is a museum and community art school located in the heart of downtown Kalamazoo, Michigan. Our mission is to promote and cultivate the creation and appreciation of the visual arts in West Michigan. We believe the arts are for everyone; they inspire, fulfill, and transform.

The KIA holds more than 5,000 works of art in its permanent collection and presents changing exhibitions across 10 galleries. The Kirk Newman Art School offers hundreds of classes each year across a range of artistic disciplines. Together, the museum and Art School create opportunities for people of all ages to experience, learn about, and make art.

What You’ll Do

Reporting to the Director of Curatorial Affairs, the Curatorial Administrative Assistant will:

• Maintain and distribute the museum’s art movement and exhibition calendars, gathering, coordinating, and incorporating updates from department staff and across the institution.
• Cultivate organized departmental, exhibition, and project files, records, archives, and information related to KIA exhibition and collections procedures.
• Help track deadlines, deliverables, and administrative details related to exhibitions and collections.
• Prepare and coordinate correspondence, reports, presentations, proposals, and other departmental materials.
• Respond to routine inquiries and requests for information about Curatorial Department activities, policies, and procedures.
• Schedule and coordinate meetings, convenings, and departmental events; prepare agendas and supporting materials as needed.
• Monitor and manage calendars for the Director of Curatorial Affairs and department or project teams as needed.
• Coordinate domestic and international travel for staff, visiting artists, lenders, couriers, consultants, translators, and other guests providing additional administrative support as needed.
• Prepare expense reports and assist with budget preparation, department expense tracking, invoices, contracts, and vendor payments in coordination with the Finance and Operations departments.
• Compile and organize data for departmental reports, presentations, and planning.
• Support day-to-day departmental operations and identify opportunities to improve departmental procedures, communication, and workflow.
• Perform other administrative duties in support of the Director of Curatorial Affairs and the Curatorial department as needed.

Who You Are

To be successful in this role, you will bring:

• High school diploma or equivalent required; bachelor’s degree preferred.
• Two or more years of relevant administrative experience; experience in a museum, arts organization, nonprofit, educational institution, or similar environment is a plus.
• Strong organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Google Suite, Microsoft Office, particularly Excel and Asana, with the ability to learn new software and data systems.
• Ability to manage multiple projects, deadlines, and priorities with limited supervision.
• Sound judgment and discretion in handling confidential or sensitive information.
• A collaborative, service-oriented approach to working with colleagues and external partners.
• Interest in art, museums, cultural organizations, or the work of exhibitions and collections is welcomed.

What Else You Should Know

This is a 20-hour-per-week, primarily onsite position based at the Kalamazoo Institute of Arts in downtown Kalamazoo. The role may occasionally require attendance at events or work outside regular business hours.

The position primarily involves computer and desk work, along with periodic standing and walking throughout the museum. The employee must be able to communicate effectively in person, by telephone, and electronically. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The hourly rate for this position is $20.00–$21.50, with a starting rate based on experience and internal pay equity. The KIA offers the following benefits to part time employees: retirement program with employer contribution available at the completion of 12 months of service, paid time off including annual vacation, sick and personal business leave,11 museum holidays, 3 floating holidays, discounts in the Museum’s Gallery Shop, a household membership to the institution, and a discounted course through the Kirk Newman Art School.