Learning & Public Engagement Department Coordinator

Carnegie Museums - The Andy Warhol Museum, 117 Sandusky Street, Pittsburgh, Pennsylvania, United States of America Req #902
Thursday, June 16, 2022
The Warhol is one of the four Carnegie Museums of Pittsburgh, and a collaborative project between Carnegie Institute, Dia Art Foundation, and The Andy Warhol Foundation for the Visual Arts, Inc. Plans to house The Warhol in Pittsburgh were announced in 1989, and the museum opened its doors during a 24-hour celebration on May13, 1994. Originally built in 1911 as a distribution center for products sold to mills and mines, The Warhol was redesigned by architect Richard Gluckman and features seven floors of gallery and exhibition space as well as an underground level that houses The Factory education studio and the conservation lab. Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

The CMP COVID-19 Employee Vaccine Policy requires that all employees provide proof of COVID vaccination or if not fully vaccinated, must provide proof of negative COVID-19 testing on a weekly basis.

The Learning and Public Engagement Department Coordinator works closely with the director of learning and public engagement to ensure that the department functions effectively and efficiently. Maintains a departmental calendar to schedule all programming, keep staff up-to-date, and follow up with staff members as directed. Supports the director of learning by scheduling and organizing meetings, undertaking research projects, and organizing information for reports. Schedules group and virtual programs and assigns educators based on availability. Handles a variety of administrative tasks including tracking departmental finances, record keeping, updating education related online content, and fielding inquiries.

 

EDUCATION & EXPERIENCE:

  • Bachelor of Arts or comparable degree preferred, with at least two years of administrative experience.  
  • Background in project management, finance and development experience is preferred.
  • Experience proofreading and editing is required.  
  • Experience with Microsoft Office programs, including Word, Excel, Access, PowerPoint, and Outlook, as well as scheduling and financial software such as Dayforce, Siriusware, and Financial Edge.

KNOWLEDGE, SKILLS, ABILITIES: 

  • Must have the initiative to undertake and complete tasks and projects as they arise, do so in an accurate and timely fashion, and make recommendations for improving the overall functioning of the department.  
  • Ability to meet deadlines under pressure is essential.  
  • A working knowledge of basic office equipment such as copier, fax, and scanner is necessary.  
  • Strong organizational, interpersonal, and oral and written communications skills are required.  
  • Must be flexible, cooperative, and team-oriented.

 

MACHINES AND EQUIPMENT: Microsoft Office programs, including Word, Excel, Access, PowerPoint, and Outlook, as well as the Internet for research is required.  Will be expected to gain proficiency in NetX and TMS, the museum’s collections management database, as well as Dayforce, Siriusware and Financial Edge following training.  Personal computer, printer, fax, scanner, and point of sale system.

 

PRINCIPAL ACCOUNTABILITIES

 

  • Assists the director of learning and public engagement with efforts to document departmental activity by compiling information and drafting language for inclusion in grant reports, annual reports, board reports, and similar materials.
  • Schedules and coordinates departmental meetings and various other meetings with departments and external organizations.  Responsibilities include scheduling; logistical arrangements; preparing materials such as agendas, handouts, and reports; and taking and distributing minutes when required. 
  • Works with other department coordinators to maintain staffing schedule and to compile and enter accurate and up-to-date information about departmental activities in the calendar. Assigns educators to programming based on availability and training.
  • Schedules requests for virtual and in-person guided group programs, and includes upcoming programming on shared calendars. Schedules Education staff to lead all gallery talks, guided group tours (in person and virtual), workshops, and outreaches.
  • Assists the director of learning with a variety of departmental projects by securing and verifying information, doing research and finding reference materials, and drafting summaries.
  • Directs inquiries from the public and other departments regarding department activities to appropriate staff members for follow up.
  • Provides assistance on behalf of the department to membership and special events and activities.
  • Processes all departmental travel reimbursement requests; reconciles p-card statements; invoices, expense reports, check requests, wire transfers, journal entries and processes all incoming deposits.
  • Tracks all departmental and program expenditures.  Monitors monthly budget statements and reconciles expenses.  Meets regularly with director of learning and deputy director to review status of all budgets.
  • Processes petty cash for the education departmental and keeps records for CMP audit.
  • Process and deposit daily factory revenues,
  • Works with director of learning and ACE on budgeting and reporting for grants.
  • Sorts, files, and maintains records, correspondence, and other documents according to established systems.  In accordance with departmental procedures, destroys outdated file materials or transfers them to storage as required.
  • Participates in departmental meetings and efforts to improve organizational effectiveness and efficiency.
  • Performs other duties as directed by the director of learning to further the goals of the department.
The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.  

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job  with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional  guidance on essential functions  follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources.   A. Is the function required to be performed on a regular basis? If the function  is rarely performed, it may not be essential.   B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function.   C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential.   D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis.   E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential.   F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.    G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.

Other details

  • Pay Type Hourly
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  • Carnegie Museums - The Andy Warhol Museum, 117 Sandusky Street, Pittsburgh, Pennsylvania, United States of America