Temporary Project Coordinator, External Partnerships

Summary:

The Project Coordinator provides essential administrative and logistical support for projects and programming developed through the Glassell School of Art’s external partnerships, including processing invoices and purchase orders, facilitating contracts and agreements, tracking project expenses and receipts, creating presentations, and other various tasks as assigned. The Project Coordinator works closely with the Director and collaborates cross-functionally with other MFAH departments to ensure the smooth operation of partnership-based projects and related programs, activities, and events. The Project Coordinator also partners with the Director on project strategy, budgets, grant proposals, and partnership development.

This is a six-month temporary assignment. Depending upon organizational needs, funding, and successful performance, there may be an opportunity for consideration for future employment with the Museum; however, completion of the temporary assignment does not guarantee continued employment.

Responsibilities:

• Maintain the day-to-day operations of projects and programs developed with external partners, including facilitating logistics across planning, execution, and follow-up phases.


• Provide administrative support for partnership-based projects, including data entry, filing, and organizing project-related materials.


• Monitor the progress of ongoing initiatives and project expenses within budgetary constraints, and flag any concerns to the Director.


• Maintain and manage project-related schedules and calendars, ensuring efficient time management and seamless organization.


• Coordinate project-related events such as workshops, lectures, programs, etc., including making reservations and bookings, securing venues, arranging catering, and other logistical arrangements.


• Provide on-site support during programs and events as needed, including setup and day-of troubleshooting.


• Order and manage supplies needed for programs, events, and daily operations.


• Serve as a point of contact for program participants and community partners, including handling sign-ups, sending reminders, answering questions, and following up on program and related event logistics.


• Collaborate with the Marketing Manager on marketing and outreach needs for partnership-based programs and events.


• Maintain project documentation, including contracts, agreements, grant and sponsor guidelines, participant forms and surveys, photography, and other project-related materials.


• Gather and compile information for reports, presentations, and grant/funder reporting requirements, including tracking attendance, participation data, and other outcome metrics needed for compliance.


• Work cross-functionally with other MFAH departments, particularly Development, to support funder and grant reporting needs.


• Work with the Director and Exhibitions Coordinator on the scheduling and handling of artwork and related materials for project exhibitions.

Skills, Knowledge and Abilities:

• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively.


• Excellent time management skills and the ability to work efficiently and independently in a fast-paced environment.


• Proficiency in calendar management software and Microsoft Office suite (Word, Excel, PowerPoint).


• Strong communication skills, both verbal and written, with the ability to interact professionally with internal and external stakeholders.


• Ability to work collaboratively in a team environment, exercise sound judgment, and adapt to changing priorities with general, rather than day-to-day, direction.


• Previous experience in event planning, administrative support, or project coordination is preferred.


• Demonstrated ability to coordinate multiple projects, deadlines, and stakeholders simultaneously with a high degree of organization and follow-through.


• Ability to track project expenditures, maintain accurate financial and administrative records, and identify issues requiring attention.


• Strong problem-solving skills and the ability to exercise sound judgment, take initiative, and resolve routine project and logistical issues independently.


• Ability to develop effective working relationships with external partners, community organizations, vendors, program participants, and colleagues across the Museum.


• Strong written communication skills and ability to prepare professional correspondence, reports, presentations, and project documentation.


• Ability to gather, organize, and maintain program data and documentation necessary for grant, sponsor, funder, and institutional reporting.


• Demonstrated capacity to learn new processes quickly, assume increasing responsibility, and operate with progressively greater independence.


• Flexibility to support programs and events outside normal business hours, including occasional evenings and weekends.

Education and Experience:

Minimum education requirements include a high school diploma or GED and two years of relevant administrative, program, event, or project coordination experience, or an equivalent combination of education and experience from which comparable knowledge, skills, and abilities have been demonstrated. A bachelor’s degree in arts administration, business administration, nonprofit management, communications, or a related field is preferred.

Experience supporting multiple projects, programs, or events simultaneously and coordinating activities involving multiple stakeholders is strongly preferred. Experience in a museum, arts/cultural organization, educational institution, nonprofit organization, or other complex professional environment is preferred.

Previous experience with budget tracking, invoices and purchase orders, contracts or agreements, grant-supported programs, event logistics, or external/community partnerships is highly desirable.