Administrative and Gallery Assistant

Position Details

Position Information

Position Administrative and Gallery Assistant Full Time/Part Time Full Time Job Type Regular Position Summary
LIBRARY SUMMARY : This position is responsible for curating exhibitions in the Ray Drew Gallery in the Thomas C. Donnelly Library and for the registration, inventory, and conservation of the artwork in the library collection. The Library Associate also provides reference assistance at the main information desk to support the academic and research needs of the University community. 20 hours in the Thomas C. Donnelly Library.
ART PROGRAM SUMMARY : This position is responsible for providing administrative support to the Department of Visual and Performing Arts in Burris Hall for the Fine Arts by performing a variety of detailed administrative duties for the department chair, coordinator and faculty. Assist in the coordination and hanging of gallery presentations. 20 hours in the Department of Visual and Performing Arts. Duties and Responsibilities
LIBRARY DUTIES AND RESPONSIBILITIES :

• Curate the Library’s Fine Art collection and Ray Drew Gallery;
• Responsible for art and cultural outreach programs;
• Promote and schedule art lectures and exhibitions for the purpose of supporting community and academic outreach;
• Create a full academic schedule of art exhibitions, including artist receptions;
• Arrange exhibition installations, art handling, exhibition layout, lighting, shipping/ transportation of art works, inspection, loan agreements, insurance, in coordination with exhibiting artist(s) and institutions;
• Conserve art work, including matting, framing, and proper archival storage;
• Manage art inventory, including art metadata for purpose of cataloging art work in the Library’s online catalog;
• Create layouts for publicity, posters, invitations;
• Collaborate with other University Departments, especially the Art Department and the University Foundation;
• Responsible for publicity of art exhibits, including contact with media and printing companies for exhibit posters and postcards;
• Set gallery and art collection policies in consultation with Head of Collection and Instruction;
• Coordinate with the Head of Collection and Instruction and the Head of Cataloging Division to maintain art inventory, catalog records, and digital photographic records.
• Evaluate policies and procedures for the acquisition, loaning, and management of art in the collection, working closely with the Head of Collection and Instruction;
• Responsible for accepting art donations and negotiation of art purchases, in coordination with Head of Collection and Instruction;
• Manage the art and exhibit preparation supplies, and request materials when necessary;
• Create monthly and as-needed reports;
• Commitment to reading job-related information;
• Book mending as needed;
• Instruct students, faculty, and staff in the use of library resources;
• Promote library services, which includes library tours;
• Assist in designing library exhibits, book displays, etc., as directed by the Head of Public Services Division;
• Provide a minimum of five hours of reference desk coverage per week, to include research assistance to patrons in-person, via phone, mail, email, and chat (Online Helpdesk);
• Maintain regular attendance;
• Perform any other library-related activity as instructed by the Librarian, Head of Collection and Instruction Division.

ART PROGRAM DUTIES AND RESPONSIBILITIES :

• Maintain regular contact with the VPA Department Chair and Coordinator regarding departmental, program and administrative needs.
• Provide administrative support and assistance to the art professors and students in their pursuit of quality education
• Maintain regular office hours
• Assist with the scheduling of Fine Arts courses
• Chronicle and preserve meeting minutes for the Fine Art Program
• Prepare travel requests, vouchers, and spreadsheets; reserve vehicle if needed
• Arrange travel and hotel accommodations for guest speakers, artists and faculty; assist with scheduling
• Hire, supervise and evaluate work/study students for the Fine Art Program
• Prepare professor, overload and contingent faculty contracts
• Maintain and balance budgets; process purchase requisitions, budget adjustments, check requests and reimbursements
• Maintain office inventory; coordinate the distribution of mail
• Prepare work orders
• Maintain Fine Art student records
• Process textbook adoption forms for art courses
• Compile spreadsheet data records for Outcome Assessment reports from review forms
• Maintain and update Art professor and contingent faculty files
• Maintain copies of syllabi each semester for the Fine Art Program for accreditation
• Greet visitors, answer telephone calls and provide assistance as appropriate
• Keep binder of each semester that contains all posters and publications for the Art program
• Assist with all publicity of the Fine Art Program
• Serve as pre-advisor to students and direct them to the proper faculty
• Proctor tests for students needing make up work or in the classroom
• Inventory materials and equipment in Fine Art studios
• Schedule exhibitions and serve as contact for exhibiting artists in Burris Hall
• Assist in the hanging of exhibitions in the Burris Hall Gallery.
• Perform other duties as assigned

Minimum Job Requirements
EDUCATION : Bachelor’s Degree from an accredited university.

• EXPERIENCE : One year in office supervisory position

Preferred Qualifications

• Degree in Art or Art History
• Experience in an academic library
• Experience managing an art collection and/or gallery

Special Conditions for Eligibility

• Willing to work evenings, weekends, holidays, and odd hours as required.
• Hours are typically as follows: 8am-10am, 3pm-5pm Thomas C. Donnelly Library; 10am-12pm, 1pm-3pm Department of Visual and Performing Arts.
• Occasional travel is required

Knowledge, Skills, and Abilities

• Exhibition design, preparation, and care of fine art material;
• Excellent analytical, problem-solving and organizational skills;
• Strong interpersonal and communication skills, both verbal and written;
• Experience working with the art community;
• Knowledge of loan and funding negotiations;
• Knowledge of Microsoft Office Products and Windows-based operating systems;
• Knowledge of art history, art media, and artist techniques;
• Ability to work independently;
• Ability to work in a team environment; commitment to diversity, professional improvement, and the university philosophy;
• Knowledge of bibliographic library databases; library research skills.
• Ability and willingness to retrain and take on new tasks as institutional needs change.

Physical Demands
Sitting ……………………………………………..…………………………..…Frequently
Standing……………………………………………………………………..…..Occasionally
Walking.…………………………………………………………………..……..Occasionally
Bending………………………………………………………………..…..…….Occasionally
Squatting………………………………………………………..……………….Occasionally
Climbing …………………………………………………………..…………….Occasionally
Kneeling ………………………………………………………….……………..Occasionally
Lifting up to 40 pounds………………………………………………..……Occasionally
Repetitive hand motions, prolonged use of computer……….Frequently Working Environment

• Work is performed in a typical interior/office and gallery environment.
• Work with frequent interruptions.
• Occasionally work in dirty/dusty conditions
• Occasionally work around fumes/odors

Pay Rate Work Location/Campus Center Las Vegas, NM Campus EEO Statement
New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness.

For disabled access or services call 505-454-3242 or email hr@nmhu.edu

Visit the link below for more information regarding affirmative action and equal opportunity:
Equal Employment Opportunity is THE LAW

Posting Detail Information

Posting Number AS584P Open Date 03/02/2022 Close Date Open Until Filled Special Instructions to Applicant Quick Link https://nmhu.peopleadmin.com/postings/7296 Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter/ Letter of Interest
3. Unofficial Transcripts Conferring Required Degree
4. List of Three Professional References with Name, Address and E-Mail

Optional Documents