Program Coordinator [Washington Art Consortium]

Closing date October 17, 2014

Program Coordinator

Washington Art Consortium

Job Description

As the sole employee of the Washington Art Consortium, the Program Coordinator is responsible for all aspects of the Consortium’s administrative, collections, finance, and information management. This position supports the organization’s mission to serve as a collegial forum for its seven institutional members to share and exchange information, collections, and other resources. Through its collections, the Consortium also seeks to further the study, presentation, and appreciation of art. The essential duties of the Program Coordinator are multi-faceted and often dependent on the annual programs outlined by the Board of Directors. The office of the Washington Art Consortium is at Western Washington University. The Program Coordinator reports to the Director of the Western Gallery (a Consortium Board member) and the Consortium Board President.

Responsibilities

Collections management and registration: Manage all aspects of collections maintenance and care including but not limited to record keeping, researching and clearing rights and reproductions, overseeing contract conservation and framing, arranging secure transportation of artwork, and updating collection insurance policy.  Oversee all aspects of an outgoing loan such as arrangements for travel, insurance, condition reports, and documentation.

Finance: Develop and monitor annual operating budget as well as individual project budgets where applicable. Work with Board Treasurer and contract investment manager to shepherd investment portfolios and facilitate annual finance review by contract accountant. Other finance responsibilities:

• Cash accounts oversight: bank checking, bank savings, and WWU accounts
• Receive payments, prepare and make bank deposits
• Maintain accounts payable, issue checks for Board approval and signature
• Perform monthly bank and investment account reconciliations
• Secure W-9s from contractors to prepare for 1099 processing
• Prepare finance reports for Board review
• Prepare data for annual tax filing

Information management:

• Ongoing maintenance of all paper and electronic records
• Perform proper file storage and backup
• Develop strategy for improving records organization and access
• Website content maintenance

Board relations:

• Facilitate Board of Directors Bi-Annual Meeting by scheduling with host, coordinating with members, and preparing all necessary agendas and meeting packets.
• Evaluate organization processes and assess needs on a regular basis; take proactive role in communicating recommendations for improvement to Board
• Serve as liaison between Board, Committees, and vendors
• Maintain Consortium office by performing duties including regular correspondence and managing archives
• Research and apply for applicable funding opportunities
• Occasionally attend meetings and/or conferences as a representative of the organization

About the Washington Art Consortium

The first organization of its type in the nation, the Washington Art Consortium is a non-profit cooperative comprised of seven different Washington State art museums* with shared values of collaboration, stewardship, sustainability and fostering appreciation. The Consortium (1) provides collegial activities for the member organizations related to sharing of resources, information and collections; (2) preserves the four shared collections through careful stewardship and best professional practices:  Works on Paper: American Art 1945 – 1975, American Photographs 1970 – 1980, Richard and Mary Margaret Aiken Collection of Late 20th Century Works on Paper, and Safeco Collection of Northwest Works on Paper; (4) furthers the study and presentation of the shared collections and Pacific Northwest Art through exhibitions, publications, and online education.

*Members:  Henry Art Gallery, University of Washington, Seattle; the Museum of Art, Washington State University, Pullman; the Northwest Museum of Arts and Culture, Spokane; the Seattle Art Museum, Seattle; the Tacoma Art Museum, Tacoma; the Western Gallery, Western Washington University, Bellingham; and the Whatcom Museum of History and Art, Bellingham.

Minimum Requirements

• High School diploma or technical school diploma in business
• Minimum two years’ experience in arts management

PreferredQualifications

• BA in Art History, Museum Studies, or related field
• Minimum two years museum experience or equivalent (graduate or certificate coursework in non-profit arts administration or management desirable)
• Ability to work independently
• Strong project management skills including ability to take initiative, prioritize tasks, manage deadlines, develop and oversee budgets, and manage vendor and contractor relations
• Excellent written and oral communication skills and attention to detail
• Knowledge of best practices in museum collections management and registration
• Ability to represent the organization with a high level of integrity and professionalism
• Proficiency with MS Office products including Word, Excel, and Powerpoint
• Basic understanding of double entry accounting and experience with Quickbooks
• Experience with collections management software (EmbARK preferred)

Additional Job Details

• Office is located at Western Washington University, Bellingham, WA. Consideration will be made to applicants who prefer to split time between the Consortium office and an established home-office if they provide a strong case.
• This is a half-time (20 hours per week) position.
• Salary commensurate with experience includes an excellent full benefits package.

To Apply

Follow this link to the job posting on Western Washington University’s page. [Link]. Log-in at the bottom of the page and submit your application via WWU’s Electronic Application System for Employment (EASE). A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. You may cut and paste or upload your resume as noted on the EASE application. Please complete the education and work experience section of the EASE application and submit the names and contact information of three professional references. Position will be open until filled.

Closing Date
October 17, 2014