Operations & Event Coordinator / Operations Coordinator
Michigan State University
Working/Functional Title
OPERATIONS & EVENT COORDINATOR
Position Summary
MSU Broad Art Museum:
The Eli and Edythe Broad Art Museum expands perspectives through art by connecting people to ideas and each other. Our focus on contemporary art—in conversation with the historical—encourages engagement with timely issues of local and global significance. Featuring local, national, and international artists, a permanent collection of over 10,000 works, and dynamic public programming, we invite everyone to explore with us. We are dedicated to amplifying stories and perspectives from historically underrepresented communities. We aim to create an inclusive environment for meaningful conversations with the diverse communities we serve. Our approach is guided by values of co-creation and co-learning. We use community-centered strategies to address implicit bias, systemic racism, and social inequalities. These efforts support our goal of creating a more just and equitable society through the arts.
Position Summary
The Operations & Event Coordinator is an integral member of the Operations Department at the Eli and Edythe Broad Art Museum at Michigan State University. The Operations Department supports the museum’s mission through the team-based management of daily museum operations, events, gallery experiences and more. The Operations & Event Coordinator is a public facing position whose primary responsibility is to facilitate exceptional museum experiences for diverse audiences through creative and collaborative event planning. Utilizing excellent time management, problem solving, communication skills and attention to detail this position will serve on the internal programming logistics team, manage the facility rental program, and oversee daily museum operations as assigned. To sustainably maintain the Museum’s 7 day a week operation, shared duties, cross training, and flexible scheduling are core values of the Operations Department. Operations staff work flex schedules including evening and weekend shifts.
Characteristic Duties and Responsibilities
+ Support the Museum’s mission, vision, and values through commitment to exemplary visitor experience, fostering a welcoming and inclusive environment for all museum constituents.
+ Participate in a team culture of ongoing learning, collaboration, innovation, creativity, and community engagement.
+ Maintain working knowledge of museum initiatives, content, and programming.
+ Serve as an advocate for the Museum and University at onsite and offsite events.
+ Lead onsite teams of student and part time staff during events and assigned operational hours.
+ Maintains health and safety standards in order to ensure compliance with University, State and Federal rules and regulations.
Facility Rental Program
+ Develop and execute outreach and marketing initiatives to attract and build private event clientele in support of museum revenue goals.
+ Manage client communication in a timely fashion including emails, phone calls and in person meetings.
+ Provide individualized and creative event planning guidance to ensure the execution of successful events meeting client goals and upholding Museum standards.
+ Determine equipment, vendor, lighting and audio-visual needs per event based on facility capabilities, in-house equipment capacity and outsourcing opportunities.
+ Plan and execute physical event plans including equipment set-up, operation and tear down.
+ Coordinate vendor arrangements and onsite services for facility rental events.
+ Create, maintain, and distribute comprehensive event documentation as appropriate to internal and external stakeholders.
Museum Programming
+ Play an active role on the Museum programming logistics team designing innovative events to enhance exhibitions, student programming and other Museum initiatives.
+ Develop and foster strong and respectful relationships with visiting artists, campus and community partners and cross departmental staff through collaborative event design.
+ Serve as event coordinator and onsite manager for assigned Museum events executing planning and execution tasks as detailed in facility rental program.
+ Research, evaluate and source custom event components to execute events within established budgets.
Manager on Duty
+ Serve as manager on duty during assigned operating hours including public hours, events and non-public days.
+ Serve as point person for all operational activities including building schedule, staffing, gallery operations, customer service, data tracking, facility troubleshooting and onsite problem solving.
+ Provide engaged supervision to student staff to prioritizing positive visitor engagement, observation of Museum procedures and health and safety standards.
+ Serve as primary liaison to Security team, Museum staff and external vendors.
+ Remain accessible for questions, trouble shooting and guidance during assigned MoD shifts.
Administrative Tasks
+ Execute contracts, invoicing, and payment processing as applicable to event coordination and equipment maintenance tasks.
+ Maintain current and thorough tracking of event documentation from planning through post event evaluations.
+ Maintain working knowledge of Altru (CRM) for accurate revenue, constituent, and attendance tracking.
+ Maintain facility rental program budget including revenue projections and expense planning.
+ Manage event equipment inventory, storage and maintenance in coordination with cross-departmental needs.
+ Other tasks as required.
Minimum Requirements
Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Hospitality, Event Management, Arts Administration or related field; two to five years of related and progressively more responsible and expansive work experience in event management, catering services and team leadership. Working knowledge of event production including staging and audio-visual equipment. Excellent communication and interpersonal skills. Ability to work a flexible schedule including evenings, weekends and holidays.
Desired Qualifications
Experience managing a wide range of public events in a multipurpose facility. Extensive experience working with rental clients and event vendors to execute successful events. Ability to work both independently and in a collaborative team environment. A highly organized individual with the ability to effectively work on multiple projects simultaneously. A motivated and flexible individual with an interest in broadening their knowledge in a creative cultural and teaching institution.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
+ Cover Letter
+ Resume
Work Hours
Variable. Monday through Friday 8:30am to 5:00pm with regular evening, weekend and holiday work.
Summary of Physical Demands
Regular lifting, carrying, pushing/pulling up to 50lbs. Set up and tear down for events is regularly required. This involves setting up tables, stacking chairs, pushing carts of tables and chairs, bending and lifting/installation of A/V equipment.
The Bidding Eligibility ends on 01/21/2025 at 11:55 pm
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