The Education Department Coordinator manages integral internal and external communication and administration activities for the Education Department and maintains its systems for high efficiency while serving as the chief liaison with the general public and colleagues throughout the museum. The Education Department Coordinator provides administrative and logistical support for all education programming and collaborates with the Charlotte Wagner, Director of Education, and program managers on special projects and initiatives. This is a full-time salaried position. Occasional evening and weekend hours required.

Please note:

  • All ICA employees are required to reside in Massachusetts within a reasonable commuting distance from our Seaport location as of their first day of work.
  • All new hires are be required to be fully vaccinated for COVID-19 by their first day of work

 

Responsibilities:

  • Maintain a working knowledge of all ICA educational programs, workshop offerings, and any other museum initiatives impacting communication with audiences and museum staff
  • Oversee the department’s budget infrastructure, which includes: developing and maintaining financial spreadsheets to track expenses, providing department support in tracking and projecting program expenses, and reconciling all expenses
  • Maintain and process all credit card receipts; provide accounting office with monthly coded reports
  • Maintain all department calendars and schedules, event registration, and ticket distribution information, program reports (participation numbers), correspondence, and materials related to the Education Committee and Department
  • Coordinate bi-weekly department meetings and assume all responsibility for schedules and agendas
  • Coordinates department’s annual meetings, including developing agendas, inviting guest speakers, and organizing presentations, and assumes all responsibility for meetings
  • Represent the department and its activities at weekly Operations Meetings and distribute all logistical information; participate in inter-departmental ad-hoc committees, as assigned
  • Maintain all RSVP information and coordinate setup for all committee, community, and volunteer meetings led by department staff
  • Maintain and communicate department systems, processes, and procedures. Oversee orientations for new department members and support their learning; develop materials to support these efforts and mentorship with general administrative processes
  • Support the planning and implementation of annual gateway programs for the general public including community days
  • Oversee the department’s general communication efforts; create and distribute mailings, email blasts, and flyers
  • Support Tour Programs Manager on facilitating orientations and tours for groups visiting the ICA; lead discussions on art and architecture to groups when necessary
  • Process all tour requests in a timely manner and communicate policies and educational opportunities; disseminate information, as assigned
  • Work closely with supervisor on new department initiatives
  • Other responsibilities as assigned

Qualifications:

  • 3+ years of experience working in an administrative position required
  • Exemplary organization, communication (written and verbal) and customer service skills required
  • Accuracy and attention to detail necessary; demonstrated ability to multi-task in a fast-paced work environment
  • Ability to handle sensitive and confidential information with a high degree of professionalism
  • Ability to work collegially, professionally, and collaboratively with a diverse group of constituents including staff, visitors, and vendors
  • Ability to remain calm under pressure and use good judgement in responses
  • Ability to work independently, demonstrating initiative, and proficiency at problem solving
  • Solid experience with MS Office Suite, particularly Excel, Word, and PowerPoint; knowledge of Tessitura a plus
  • Spanish and/or Haitian Creole speaking ability, a plus
  • Must successfully pass a CORI background check and show proof of COVID vaccination
  • Occasional evening and weekend hours required.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Interested candidates should submit a resume and cover letter to jobs@icaboston.org . When applying, please include “Education Coordinator” in the subject line.

The ICA is located at 25 Harbor Shore Drive, Boston, and is accessible by public transportation Red and Silver Line.

The ICA is dedicated to building a culturally diverse and pluralistic workforce committed to working in a multicultural environment. Qualified candidates from groups historically underrepresented in the museum professions are strongly encouraged to apply.

The ICA is an Equal Opportunity Employer, committed to being a diverse and inclusive workplace. We are an EOE/AA employer dedicated to fair and inclusive employment practices for all individuals.