Department Manager, Archives, Library, and Research Collections - MoMA : Job Details

The Museum of Modern Art is currently accepting applications for a Department Manager to provide administrative, financial, and operational support to the Chief of Archives, Library, and Research Collections (ALRC), staff of the ALRC department, and research patrons. The incumbent also serves as Financial Manager for departmental operating budget and 20+ distinct funds/endowments. Builds effective relationships with key partners in Development/External Affairs, Finance, Accounting, Human Resources, General Counsel, and Curatorial, as well as Trustee Committee and donors, and serves as liaison regarding all interdepartmental activity.Additional responsibilities include:

• As member of the ALRC management team, participates in strategic planning for the department, and coordinates information and weekly meetings with the Chief of Archives, Library, and Research Collections and Head positions.
• Works with Chief on annual budget preparation, processes accounts payable and receivable using Certinia and Navan software, submits monthly credit card reconciliations (for ~6 cards), and authorizes and monitors departmental spending including for all library acquisitions. Prepares financial reports to track expenditures against budget.
• Oversees and executes Trustee Committee meeting preparation in conjunction with Chief, including all logistics for the meeting and the preparation and distribution of all documents. Drafts the confidential minutes of the meetings. Serves as liaison to members of the Committee.
• Processes, tracks, and acknowledges dues payments for the Trustee Committee, as well as grants for specific projects and individual gifts. Prepares list of donors to the department for Annual Report.
• Maintains up-to-date inventory of Library Council artist's book project, tracking current market value of each of the projects. Processes sales of books and coordinates international shipping, as necessary.
• Plans and organizes three to five public events for the department annually, overseeing facilities preparations, creating invitations and managing rsvp lists, and organizing staffing, A/V tech support, and catering.
• Prepares agenda and runs regular department meetings in conjunction with the Chief.
• Maintains departmental personnel records, job descriptions, and confidential salary information. Advises Chief of performance issues either from direct observation or reports from ALRC staff.
• Disseminates information regarding new policies and procedures to departmental staff. With Chief, sets departmental policy. Acts in confidential capacity to the Chief as it pertains to current and future labor relations policies, practices, and strategies.
• Manages initial logistics for new and temporary staff (with HR, IT, and Payroll). Assists in training and orientation of new staff, including interns and fellows, in regard to Museum and departmental policy and procedures.
• Processes weekly time sheets and periodic confidential consultant invoices and reimbursements, monitors payroll charges and vacation accrual for accuracy, and responds to related individual employee inquiries.
• Processes confidential contracts, for consulting services or deeds of gift for acquisitions.
• Oversees maintenance of physical plant (office spaces, reading rooms, collection storage areas and shelving systems, and equipment) in multiple locations via working with Operations and Security, and relations with outside service vendors.
• Researches and procures office, archival, and other department-specific supplies, in both Queens and Manhattan, and tracks purchases/spending against budget.
• Serves as liaison to Information Technology department.
• Manages shipping and courier logistics, including gift/accessions pick-up from donors, internal transfers, items in/out for transcription.
• Maintains records (paper and electronic) pertaining to operations and accounting for the department, Trustee Committee, donors, and Library Council publications according to Records Management procedures.
• Manages incoming and outgoing mail (including Library acquisitions and internal/external donations) and distributes to staff and/or packs and redirects according to current workflow.
• Assists Chief in all areas, including general inquiries and correspondence. Acts as project manager as required.
• Performs any other duties reasonably related to the functions described above.

Reports to: Chief Archives, Library, and Research Collections Requirements:

• Bachelor's degree, preferably in business or arts administration, and five or more years relevant experience in museum or gallery administration or equivalent. Major or minimum of 16 credits in art history, background in history of modern art desirable.
• Excellent communication skills; strong written and interpersonal skills.
• High level of diplomacy, accountability, judgment, and discretion.
• Strong attention to detail.
• Ability to act confidentially and provide effective communication in dealing with Trustee Committee members and donors.
• Management and accounting skills and supervisory experience.
• Demonstrated project management and problem-solving skills.
• Strong understanding of both macro and micro views of budget management.
• Strong Excel skills and experience with People Soft and Salesforce.
• Skilled at process development and analysis of systems.
• Fully vaccinated with a Centers for Disease Control and Prevention and/or the World Health Organization authorized vaccine (or approved for an exemption as a reasonable accommodation due to a qualified disability or sincerely held religious belief or other legal basis).

Salary range: Minimum of $73,000 to maximum of $85,000 per annumApplication instructions: To apply, please visit MoMA Jobs. Applicants should submit a resume and a statement of interest. Applications without cover letters will not be considered.Application deadline: Applications will be reviewed on a rolling basis, with a deadline of February 23, 2025. After which the job posting will be closed.Equal Employment Opportunity Policy Statement: Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the Museum, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability, pregnancy, genetic information, military or veteran status, sexual orientation, gender, gender identity or expression, marital and civil partnership/union status, alienage or citizenship status, creed, genetic predisposition or carrier status, unemployment status, familial status, domestic violence, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history, or any other protected category as established by applicable law, including the New York City Human Rights Law ( NYCHRL ).January 2025