Public Programs Coordinator
MISSION
The Bass, Miami Beach’s contemporary art museum, creates connections between international contemporary art and the museum’s diverse audiences. The Bass shares the power of contemporary art through experiences that excite, challenge and educate.
JOB DESCRIPTION
The Public Programs Coordinator plays an integral role in the successful execution of public program events at The Bass. He/she is responsible for the production of exhibition openings, talks, screenings, live performances, annual picnic, and late nights at the museum to name a few.
The Public Programs Coordinator is a dynamic, proactive, and a community-oriented individual committed to achieving mission-driven goals of the institution. This position requires flexibility to work on weekends, early mornings, and late evenings as necessary. The position reports to the Director of Events & Public Programs.
RESPONSIBILITIES
Including but not limited to:
PRODUCTION TASKS
- Production lead for virtual, onsite, and hybrid public program events
- Work with Director of Special Events & Public Programs, and other departments to content plan based on upcoming exhibitions, identified themes, community partners, etc.
- Ensure accessibility for all audiences
- Stay abreast of local and emerging trends in art and culture
- Work with Director of Special Events & Public Programs to establish and maintain community partnerships
- Talent management to include contracts, COI collection, invoicing, travel arrangements, collection of promotional assets, and coordination of rider needs, post-event thank you and gifting
- Vendor management to include requesting quotes, load-in/out schedule, setup, and payment
- Calendar management to secure and troubleshoot date conflicts
- Manage all setup needs, live event components, and strike
- Coordinate setup and strike of in-house furniture, A/V, rentals, etc.
- Coordinate operational needs (security, guest services, volunteers, janitorial, docents, catering, etc.) and provide direction for each role
- Draft floor plans to disseminate and coordinate setup with Ops
- Setup reservation system to capture RSVPs and manage list, as needed
- Track and report attendance
- Administer surveys, data collection and reporting for grants
- Assist with the development of program event reports
ADMINISTRATION TASKS
- Participate in strategic planning at the department level including implementation, outcome tracking, and assist with reporting within assigned projects
- Assist with cross-functional team meetings to include setup, and meeting minutes, when needed
FINANCE TASK
- Process payments to include W9 requests, vendor add requests, and archiving in finance software
HUMAN RESOURCES TASKS
- Assist with supervision of department intern assigned to public programs
OPERATIONS TASKS
- Liaise with Operations for production needs (facility, staffing, calendar coordination, etc.)
DEVELOPMENT TASKS
- Assist with the execution of sponsor activations, when applicable
- Inventory management (receipt and tracking of donated product)
- Assist with outcome tracking and reporting for grants
- Assist with the production of signature fundraising events
QUALIFICATIONS & DESIRED SKILLS
- Strong knowledge of the local art and culture landscape to include experience in planning and participating in local events and programs
- Bachelor’s degree or higher in Art related study preferred
- 1-2 years of experience in event planning and/or nonprofit programming
- Resourceful, self-driven, innovative and strategic problem-solver
- Experience in fast-paced working environments
- Ability to pivot and provide new creative and effective solutions
- Exceptional written and verbal communication skills as well as presentation skills
- Detailed-oriented is a MUST
- Outstanding follow-up skills and attention to detail is a MUST
- Strong organizational, leadership and project management skills
- Strong computer and database management skills
- Software knowledge: Microsoft Office, Blackbaud ALTRU, AllSeated, Sortly, Financial Edge, DocuSign, Zoom, and Streamyard
- Must be able to move furniture, boxes and other event items, when needed
- Flexible schedule is required to work on nights and weekends
- Flexible schedule is required
- Fluency in Spanish language a plus