The Public Programs Coordinator (PPC) will be responsible for the administration and logistics of public programs including, education programs, Research and Development (R&D) Store events, internal programs, and member specific programming.
The PPC reports to the Director of Public Programs and works closely with the Creative Producer and Senior Manager of Public Programs, the Senior Manager of School Programs, and the Creative Producer and Manager of the R&D Store, to fulfill MASS MoCA’s mission and the current strategic plan.
The PPC is capable of gleaning information from PP Staff from department meetings to develop and keep track of logistics and tasks necessary to adhere to production timelines; excellent time management skills, honing in on immediate responsibilities and longer term projects; following up with appropriate managers and staff to collate and/or produce information (including location, time, partners, distributed materials, art making materials, or other) for public programs producers on a seasonal basis.
The PPC prioritizes department operations and takes responsibility for addressing duties promptly including invoicing, materials orders, and contracts. They also coordinate the travel and hospitality of visiting contractors, artists, and temporary hires. The PPC is flexible, open and helpful when working with patrons and staff.
Duties and Responsibilities (in addition to above)
Public Programs:
- Maintain the public program internal calendar, including all logistics and administrative needs.
- Serves as the main contact and responder on the studentgroups@ email alias to coordinate K-12 and college group visits.
- Assist and/or draft descriptions of programs for review by Public Programs producers and Communications and Content departments prior to distribution.
- Collaborate with all departments to coordinate all scheduled programs, including reserving spaces, art making, completing internal event summaries, as well as audio, visual, and other software needs.
- Coordinate with Visual Arts, Visitor Experience, and Communication & Content departments to schedule all-staff tours of new exhibitions and to prepare for and promote all programs.
- Coordinates program photo and video documentation.
- Coordinate evaluation needs; maintain evaluation records; and plan evaluation of future programs.
- Coordinates special projects and events as required, including exhibitions, staffing events and coordinating volunteers and staff.
- Maintain contact information, schedule of meetings for the Community Action Network and MM staff.
- Attends all mandatory department meetings/training.
- Act as a tour guide for exhibitions as needed.
- Performs all other Public Program administrative duties as assigned in a timely manner.
Administration:
- Assist with preparing training materials for new exhibitions and oversee staff-wide exhibition and performing arts resource Google Drive folders.
- Coordinate and schedule all training and shifts at the direction of department management of public programs staff and volunteers, including securing rooms and all necessary media.
- Coordinate the public program department tour schedules, including guided group tours, K-12 partnership tours, college tours, and community programming working closely with Visitor Experience and Box Office on group scheduling and needs.
- Complete group tour schedule for distribution to all museum and Lickety Split staff of visits and needs.
- Order supplies and perform opening and closing procedures of Kidspace and Hunter Mezzanine and assists in maintaining cleanliness and function of Kidspace gallery as needed.
- Coordinate the promotion, onboarding, scheduling, and evaluation of Camp Mass MoCA for all teaching artists, students, families, and staff as well as the Communications & Content, Visual Art, Performing Arts, and Advancement departments at Mass MoCA.
- Coordinates artist schedules, travel, and housing.
- Assist with grant administration including oversight of project details and implementation to ensure grant compliance, grant reporting.
- Coordination of expenses and preparation of all programs for Finance; keeps track of and documents expenditures.
- Coordinate contracts and payments for consultants, artists, and temporary hires.
- Responds courteously and professionally to both phone calls and emails from patrons and other departments in a timely manner.
- Maintains constituent records, including personal information, donation or membership records, and ticket records.
- Provides high-quality customer service, remaining professional, personable, and engaging to all museum visitors.
- Maintain all internal systems and suggest areas for improvement for the benefit of the department.
- Ability to pivot administrative tasks in coordination with artist wishes or changing schedules.
