Coordinator, Learning and Civic Engagement - The Woodruff Arts Center : Job Details

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners-Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art-there's a role for everyone at The Woodruff. Reports to: Deputy Director, Learning & Civic Engagement FLSA: United States of America (Exempt) Employment Status: Regular/Full time POSITION SUMMARY The Office Coordinator, Learning & Civic Engagement Department provides administrative and office management support for the Deputy Director of Learning & Civic Engagement's office at the High Museum of Art. This position works closely with key staff members to make sure the Deputy Director is appropriately scheduled and prepared each day. Further, this position coordinates administrative support across the department, establishing and maintaining policies and procedures for office support as needed. Finally, this role supports research and evaluation of Learning and Civic Engagement programs, recording and compiling data alongside LCE staff. Key attributes for success in this position include organization, attention to detail, collaboration, and consideration. The Office Coordinator is highly collaborative; excellent interpersonal skills are required to work effectively with a diverse spectrum of internal and external stakeholders. STARTING SALARY: $45,000 WORK SCHEDULE This is a full-time, on-site position at the High Museum of Art in Atlanta. Regular working hours are 40 hours per week, Monday to Friday, 9:00am-5:00pm. Evening and weekend work is expected on occasion. Essential Duties and Responsibilities Deputy Director's Office Administration (30%) Ensure the efficiency and effectiveness of the administration and operation of the Deputy Director, Learning & Civic Engagement's office

• Sort and prioritize incoming communication (calls, mail, in-person) and answer or redirect as appropriate
• Assist in managing Deputy Director's appointment calendar and scheduling meetings
• Make travel arrangements, generate itineraries, and prepare expense reports
• Oversee receptions and other events organized by the LCE Deputy Director's office
• Produce and/or coordinate PowerPoint presentations
• Assist with correspondence and coordination of special projects as requested

Departmental Meetings, Processes, and Procedures Coordination (30%) Ensure the efficiency and effectiveness of meetings, processes, and procedures:

• Coordinate agenda and logistics for LCE department meetings and LCE leadership meetings
• Coordinate agenda and logistics for annual LCE retreats and twice-yearly LCE off-sites
• Collate monthly budget reports
• Manage office supplies and departmental ordering
• Assist with logistics of onboarding new members of the LCE department
• Serve as the central processor for LCE department deposits, check requests, and invoices
• Maintain and update LCE department handbook
• Maintain and update LCE program booklet

Research and Evaluation Support (30%)

• Observe LCE programs and collect data, in conjunction with research and evaluation staff
• Compile program research, grant report data, and annual report data

Board Committee Coordination (10%) Coordinate arrangements for Board of Directors Learning and Civic Engagement Committee: scheduling, preparing agendas and support materials, taking minutes, arranging refreshments, assisting during meetings, and maintaining committee correspondence Education and Experience

• Bachelor's degree and at least two (2) years of administrative assistant experience required, or combination of relevant experience and/or education
• Professional experience and/or interest in visual art, learning, and civic engagement preferred

Skills and Abilities

• Communication: Demonstrated excellence in verbal and written communication in English. Demonstrated excellence in interpersonal communication, including ability to communicate clearly and work effectively with diverse stakeholders. Able to handle sensitive information confidentiality
• Mathematical: Ability to compute rates and percentages. Ability to present financial information in report form, process invoices and expense reports, and maintain department records
• Reasoning: Ability to solve practical problems and prioritize needs in a variety of situations when standardization may be limited. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Software and Systems: Highly proficient in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint. Experience with Tessitura Software and/or Trello a plus.

Physical Demands/Work Environment The work environment and physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Some standing, walking, bending, frequent use of hands, stooping, and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.