Coordinator of Institutional Initiatives and Board Affairs

Job Description
Department:
Museum of Art
Pay Rate Type:
Salary
Employee Type:
Job Summary:Colby College Museum of Art
Full-Time, Exempt, Salaried, Administrative Staff Appointment

OVERVIEW
Reporting to the director, the coordinator of institutional initiatives and board affairs coordinates effective functions and communications of activities associated with the Board of Governors, facilitates processes related to acquisitions in concert with curators and collections management staff, and provides critical project support for a range of initiatives overseen by the Director’s Office. These initiatives foster an equitable and inclusive culture at the Museum, increase the museum’s access and value to its communities, including Colby students and faculty, and strengthen Colby as one of the nation's leading academic museums.

THE MUSEUM AND ITS MISSION
The Colby College Museum of Art is a collecting and teaching museum dedicated to the preservation, display, and interpretation of the visual arts. We embrace within our collections works of art from diverse cultures and historical periods, with a focus on American art, and commitment to collecting and exhibiting contemporary art. We manage these resources for the benefit of the Colby College community, the region, and the nation, and we aspire to display works that embody the highest standards of achievement.

A COMMITMENT TO EQUITY AND INCLUSION
Working to advance equity and inclusion in the field of American art—and, by doing so, in the wider world—is core to our mission. We feel the urgency of national and campus conversations on inequality and are keenly aware of the unique responsibility that we have as an academic art museum—as a place where we can listen, ask questions, and challenge assumptions—to engage in this dialogue, and to act. We affirm the Colby Museum’s commitment to multidisciplinary teaching and learning and our potential for deep engagement with students will be leveraged in this effort toward fighting racialized violence, injustice, and inequality; and we encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Board of Governors


Serve as the key administrative support position for the Board of Governors

  • Coordinate all logistics for two annual Board meetings, special board sessions, and Standing and Ad Hoc Committee meetings
  • Schedule calls and in-person meetings and track responses
  • Prepare presentations and/or assist staff and guests speakers with these and assemble and circulate board materials in advance of or following meetings
  • Prepare and maintain Board communications, including responding in a timely manner to Governor questions and requests, coordinating group communications, preparing meeting minutes, preparing standard correspondence, and compiling, editing, and maintaining Board of Governors files, records, and website
  • Create and maintain Board directory and Board calendar, coordinating updates and meeting/event dates with key Governors, College leadership, and staff


Acquisitions

Coordinate workflow related to the review and approval of collection acquisitions

  • Record and track all incoming proposals with priority to gift offers
  • Document works being considered for purchase, ensuring proper review procedures
  • Prepare documents for review by Colby’s President and the Museum Board of Governor’s Collections & Impact Committee; prepare and issue communication soliciting approval of acquisitions and track responses
  • Schedule, organize, and provide technical support for acquisition discussions with the Museum’s Collections & Impact Committee; document meetings
  • Communicate approval of new acquisitions to registrar and development staff, including providing registrars with documentation for collection files when works are acquired


Director’s Office

Provide process and project support to Director’s Office

  • Working with the director and deputy director, coordinate projects and strategic initiatives that have broad institutional impact, which include equity and inclusion efforts at the staff and board level, museum re-accreditation, collections assessment processes, and institutional data-gathering projects, among others
    • Develop systems and folders to support projects, document meetings as needed, create and maintain project timetables, proactively keep staff on track
    • Conduct research to support projects
    • Analyze data and prepare reports
    • Prepare presentations for various audiences, as needed
  • Coordinate high-level visits and tours, and assist with special event arrangements
  • Participate in professional development training programs to build networks and strengthen skills and knowledge
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice


QUALIFICATIONS

  • Bachelor’s degree or the equivalent in education and experience
  • Minimum of 1-2 years of experience in a professional work environment
  • Excellent oral, written, and interpersonal communication skills, including strong relationship skills and ability to work with people from all levels
  • Demonstrated ability to synthesize information and communicate key points
  • Excellent organizational skills, ability to consistently meet deadlines and follow-through on tasks, and attention to detail
  • Strong critical thinking and problem-solving skills
  • Ability to handle confidential information tactfully and ability to exercise discretion
  • Proficiency with Microsoft Office software and Google applications; comfort with or ability to learn basic Adobe Creative Suite tools (Photoshop, InDesign)
  • Collaborative, constructive, and positive approach to work
  • Strong, self-motivated work ethic, flexibility, and proven ability to work both independently and collaboratively as a member of a diverse community
  • Appreciation for the value of a liberal arts education and commitment to fostering an equitable work environment supportive of people from different cultures, backgrounds, and life paths


KEY RELATIONSHIPS

The coordinator works closely with the director, deputy director, executive assistant, curators, collections manager and registrars, director of development, and the Museum Board of Governors Chair and Vice-Chair.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires regular use of email, database, and web-based collaboration tools as well as an ability to prepare, design, review, and proof visual materials for presentation.

TO APPLY

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Coordinator of Institutional Initiatives and Board Affairs - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


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