The Allentown Art Museum has the following job openings

  • Security Guard
  • Executive Assistant to the President and CEO
  • Museum Registrar
  • Administrative Manager

The Art Museum is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.

Please submit your resume and cover letter to: hr@allentownartmuseum.org

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Position:                      Security Guard
Reports To:                 Security Supervisor
Department:                Administration
Purpose:                      To provide support services to the Security Supervisor

 

Reports to Security Supervisor:                                                                                                         

  • Monitor and authorize entrance and departure of employees, visitors, and other persons to guard against theft and maintain security of premises.
  • Warn persons of rule infractions or violations.
  • Monitor security systems, equipment, and other machinery (i.e, HVAC, phone, electrical panels, Lutron lighting, A/V).
  • Patrol Museum premises to prevent and detect signs of intrusion, criminal activity and ensure security of doors and windows.
  • Write reports of irregularities, such as touching or damage of art, equipment or property damage, theft, presence of unauthorized persons, or unusual occurrences.

Education and Experience:

  • Must have a high school degree or equivalent.

Other Requirements:

  • Able to pass a criminal background check.
  • Able to work all shifts, including evenings and weekends.
  • Able to meet the physical requirements of the job including standing for long periods of time, lifting objects up to 50 lbs.,
  • Dress according to Museum policies.

 

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Position Title:           Executive Assistant to the President and CEO
Reports to:                 President and CEO

Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Trustees; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Roles and Responsibilities    

Executive Support  • Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office. • Communicates directly, and on behalf of the President and CEO, with Board members, donors, funding sources, and others, on matters related to CEO’s and broader museum programmatic initiatives. • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. • Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated. • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact. • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead. • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison • Serves as the President’s administrative liaison to the Museum’s Board of Trustees • Assists board members with committee meeting scheduling• Maintains discretion and confidentiality in relationships with all board members • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.

Communications, Partnerships, and Outreach • Ensures that the President’s short and long version bios and resumes are kept updated and responds to requests for materials regarding the President and the organization in general • Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives • Follows up on contacts made by the President and supports the cultivation of ongoing relationships • Edits all, and creates acknowledgement letters from the President to donors and community leaders.

Additional Responsibilities • Manages Museum bi-weekly payroll and implementation of staff benefits.

Qualifications • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors • Expert level written and verbal communication skills • Demonstrated proactive approaches to problem-solving with strong decision-making capability • Emotional maturity • Highly resourceful team-player, with the ability to also be extremely effective independently • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements • Bachelor’s degree required • Strong work tenure: minimum five years of experience supporting C-Level Executives, preferably in a non-profit organization • Experience and interest in internal and external communications, partnership development, and communicating with diverse constituencies • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms • PA Notary Public helpful

 

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Position Title:     Museum Registrar
Reports To:         Vice President of Curatorial Affairs
Department:      Curatorial Department

The Museum Registrar is responsible for all activities related to the care, custody, security, storage, transport, and maintenance of the Museum’s collections, including ensuring compliance with Museum policies and American Alliance of Museums’ best practices of stewardship, conservation, access, and public display.

The Museum Registrar is responsible for managing the MIMSY collections database, for all aspects of museum’s fine arts insurance, for the coordination of installations, and the management of all loans. S/he will oversee and assist with all aspects of art handling, installations, and de-installations as needed and is responsible for all condition reports.

Museum Registrar responsibilities include but may not be limited to:

  1. Maintaining collection storage so that all collections are accessible and stored professionally. Systemizes storage with an eye towards conservation, accessibility, and efficiency.
  2. Updating and implementation of the Museum’s Collections Management Policy. Advises on current accepted professional policies and practices regarding collection management, fine art insurance, legal issues, and other matters affecting AAM collection and loan decisions.
  3. Leading the Disaster Management Team, updating all related policies and procedures as needed, keeping the Museum leadership informed of all needs and issues that have arisen, and pro-actively advocating for their resolution.
  4. Proper handling, care, security, and maintenance of collections including:
    1. Maintaining procedures for new acquisitions and deaccessioned objects, including assigning numbers, creating and updating object records in the database, and cataloguing of works. Prepares and processes gift receipts. Prepares loan agreements for exhibitions and annual extended loan renewals. Keeps checklists and coordinates photography for all new acquisitions, loans, and deaccessioned objects. Updates digital and paper files, including the collections database;
    2. In conjunction with the Operations Manager, overseeing all HVAC requirements and ensures that all systems are functioning well and environmental standards are met in all areas where art is stored and displayed.
    3. Preparing and updating a gallery checklist for security. Oversees all daily checks of the collection by security and other staff. Ensures that monitoring of exhibition areas by security is consistent and ongoing and that an audit trail is possible.
    4. Overseeing appropriate museum fine arts insurance coverage. Reviews coverage every three years and competitively bids the contract;
    5. Managing program for museum inventories as per collection management plan;
    6. Executing and keeping thorough condition reports on permanent collection, loaned objects, and temporary exhibitions;
    7. Performing routine monitoring of pest management control and environment in all collection storage areas; and,
    8. Coordinating and assisting as needed in crating and packing works of art for travel and in-house movement.
  5. Overseeing and updating the collections management database, MIMSY, and the online collections database, MOBIUS, and ensuring that staff are trained in the implementation and standards of that system as needed.
  6. Tracking locations of all art in the collection and both incoming and outgoing loans. Prepares receipts for all incoming and outgoing works of art. Creates and maintains manual and automated files and inventories for loans and collection objects. Generates reports as required.
  7. Overseeing all incoming temporary loan exhibitions and reviewing all outgoing loans requests from AAM collections, in conjunction with curatorial staff and the Pres./CEO. Has primary responsibility for couriering loans from the collections. Is responsible for all shipping, insurance, and security arrangements for exhibitions and other loans.
  8. In consultation with curatorial staff, developing a conservation plan for the collection;
  9. Overseeing the creation and implementation of a timeline for the installation of all exhibitions and changes to the permanent collection.
  10. Preparing for and participating in Collections Committee Meetings
  11. Responding to emergencies affecting the collections and/or loans.
    1. Thoroughly familiar with security systems, policies, procedures, and actions related to security alarm activation and AAM Security Manual. Updates all parts of the Museum’s Security Manual relating to collection and exhibition security and safety. Becomes familiar with emergency procedures and assists Security and Operations in emergencies as necessary. Keeps staff informed on collection and exhibition related security issues.
    2. Thoroughly familiar with fire systems, fire extinguisher location and use, fire evacuation policies and procedures in event of alarm activation.
    3. Thoroughly familiar with required responsibilities and actions under AAM Disaster Plan.
  12. Training and supervising interns and volunteers in collections management and care;
  13. Other responsibilities as required.

Requirements:
Master’s degree in Art History or Museum Studies (or proven parallel professional experience). At least three to five years of collection management experience in an art museum. Experience working with MIMSY collections database, with the ability to work with Crystal Reports preferred. Knowledge of materials and techniques, American and European art. Knowledge of conservation practices and art preparation, art handling, condition reporting, and fine art management experience. Ability to work on multiple projects in a deadline driven environment. Excellent interpersonal, planning, and organizational skills and attention to detail. Computer skills are to include Word and Excel. Ability to lift 30 pounds and drive a van. Available to work extra hours, when needed, for installations, courier trips, and other projects. Some travel required for couriering loans.

TO APPLY
Please submit your resume and cover letter by email to: hr@allentownartmuseum.org

The Allentown Art Museum is committed to providing equal employment opportunities without regard to race, creed, color, national origin, sex, age, veteran status, sexual orientation, and disability.

 

 

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Position:           Administrative Manager

Reports To:      President and CEO

JOB DESCRIPTION

The Administrative Manager is a key member of the Senior Leadership Team at the Allentown Art Museum. S/he supervises all operations of the Museum and guarantees the smooth functioning of a small but complex urban art museum, with approximately 40 full and part-time employees, an annual budget of $2.7 million, and an average annual attendance of 70,000 visitors.  S/he supports the President and CEO in efforts to ensure that the strategic goals of the Museum are sustained, that excellence and equity are at the core of our programmatic efforts, that the administrative functions of the Museum enhance the overall institutional reputation, and that the multiple internal and external constituencies that access and participate in key museum activities are informed, knowledgeable, and communicated with clarity, timeliness and in a manner that ensures both their dedication to the Museum and the attainment of the Museum’s strategic goals and direction.

 

RESPONSIBILITIES
The Administrative Manager is responsible for the day-to-day internal operations of the Museum and oversees the following functions/departments at the Museum: scheduling of all activities in Museum spaces and maintenance of the Museum’s calendar of events and  operations, marketing and public relations, the budget planning process, human resources, retail operations (café, shop and front desk), visitor services, internal signage, Museum café, security, information technology systems, and facilities operation and maintenance for a 52,000+ sq. ft. building located in a newly rejuvenated downtown.

The Administrative Manager is expected to be a thought leader about organizational matters, overseeing and directing policies and procedures related to Museum operations and leading efforts for process improvement and performance enhancement throughout the organization.

The Administrative Manager regularly meets with the President and CEO about long-term facilities issues, safety and security matters including emergency preparedness, support organizations, organizational and employee performance, public communications and Museum positioning within the community, and legal compliance matters.  S/he oversees annual staff evaluations and recommends staff merit increases to the President and CEO.  The position leads regular administrative meetings with senior staff designed to ensure smooth and continual excellence in Museum administrative matters.  S/he also represents the institution at important public gatherings, interacting on behalf of the President and CEO when it is impossible for that individual to be present.  S/he must be both a strategic thinker and an articulate spokesperson for the objectives and ambitions of the institution at all times.  The position serves as a co-leader of the Strategic Plan Steering Committee.

 

SPECIFIC RESPONSIBILITIES

Operations

  • Oversee the preparation of budgets for approval, including those for funding and implementation of programs. (Delegates management of sections of the budget to department heads and others as appropriate.)
  • Analyze operations to evaluate performance of the Museum and its staff in meeting objectives and to determine areas of potential cost reduction, program improvement, or policy change.
  • Develop, coordinate, and execute policies and procedures affecting all areas of the Museum; recommend and implement systems to improve Museum operations and provide for successful integration of Museum-wide activities.  Formulate policies to ensure best practices, non-profit integrity and ethics in accordance with legal statutes and current standards of the field.
  • Ensure that day-to-day functioning of the Museum meets and furthers short and long-range plans.
    • Work with department managers to establish departmental goals and plans in support of short and long-range plans
    • Oversee annual operating and capital budget planning
  • Ensure that departments achieve annual goals
  • Negotiate all non-fine art insurance contracts and act as primary point of contact for insurance broker.  Assess and manage risks, monitor claims and ensure adequate coverage for all aspects of Museum operations, as well as the art collection.
  • Manage service contracts related to facilities, information technologies, food service, and security.

 

Team Development/Leadership

  • Manage direct reports in security, building operations, marketing and public relations, and coordinate with finance and controller.
  • Oversee personnel-related functions, including hiring process, training and development, benefits planning and administration, compliance, and termination actions, reviews, employment contracts, employee counseling, administration of personnel files, compliance with Pennsylvania labor laws.
  • With the President and CEO plan and manage monthly All Staff meetings
  • Plan and implement all administrative staff meetings.
  • Oversee the employee staff committee.
  • Provide leadership and oversight of the Museum’s visitor service and retail operations, ensuring effective management of these key areas.
  • Represent the Museum at professional gatherings and at civic social events, conventions, committee and various trustee and staff meetings.
  • Develop, with President and CEO, the agenda and coordinate activities for bi-weekly senior staff meetings and bi-weekly administrative staff meetings.
  • Performs other duties as assigned by the President and CEO

 

QUALIFICATIONS

  • Undergraduate degree in Arts Administration, Business Administration, or a related field required. MBA preferred, project management training a plus.
  • Minimum five years in senior level administration and/or financial management and human resource management required, with five years in non-profit management capacity preferred;
  • Significant team-building and supervisory experience in non-profit environment, preferably working within dynamic cultural organizations;
  • Significant experience working with volunteers, external boards and committees;
  • Outstanding written and verbal communication skills; highest level presentation, negotiation, project management, and problem-solving skills required;
  • Excellent planning, financial management, and organizational skills
  • Collaborative management style;
  • Demonstrated passion for the arts;
  • Strong work ethic, and superior record of ethical service;
  • Multi-lingual fluency preferred (Spanish a plus);
  • Proficiency in Microsoft Word, Excel, PowerPoint and internet-based research.

 

TO APPLY
Please submit your resume and cover letter by email to: hr@allentownartmuseum.org