Curatorial and Library Administrative Services and Project Coordinator

*Summary:* Provides administrative services and project coordination to the Curatorial, Collections Management, Conservation, and Rakow Library departments at The Corning Museum of Glass (Museum).
Performs general administrative duties and assists departments with project coordination.
Acts as the first point of contact on matters pertaining to the departments’ administrative support.
Serves as back-up to the Executive Assistant.
*Responsibilities:* Departmental Administration * Serves as the first point of contact for Museum employees and the public for questions and information pertaining to the departments.
* Fields telephone inquiries, coordinates meetings, processes expense reports, drafts correspondence, takes minutes, creates presentations, graphs, reports and spreadsheets related to programs and projects, as requested.
Performs other administrative tasks for the departments.
* Provides administrative support to the Director, Collections and Curatorial Affairs; Director, Rakow Library; and the curatorial team upon request and as time permits.
Manages calendar, arranges travel, prepares and completes expense reports, Generates and processes correspondence and produces project-related and administrative documents.
* Makes travel arrangements and reservations for department employees and their visitors.
* Organizes and/or assists with scheduling and creating itineraries for small group VIP visits as requested.
* Schedules and organizes meetings for the department and project teams.
Manages catering and room reservations as requested.
* Fields incoming curatorial web emails and phone calls and distributes to appropriate staff when necessary.
* Directs public questions to the LibAnswers public inquiry system and shares them with staff when appropriate.
Works with Curatorial Assistant and Rakow reference team to communicate about the system with the rest of the Museum.
* Creates and processes purchase orders and vendor files as requested.
* Acts as web Power User for the Curatorial and Conservation departments as well as for the Rakow Grant for Glass Research, David Whitehouse Scholars, and Seminar pages.
* Schedules departmental training and coordinates office needs for new employees, in coordination with the Human Resources Generalist.
South Office Administration/General * Serves as office receptionist for all visitors to the South Offices and answers inquiries or directs them to the appropriate Museum employee.
* Serves as main contact for equipment vendors for South Offices; arranges for service and training.
Orders supplies for copy/fax machine and assists colleagues when problems occur with equipment.
* Sorts incoming mail for South Office colleagues; sends out mail as requested.
* Facilitates international FedEx or USPS outgoing packages, as requested.
Serves as administrator for Museum FedEx account.
* Handles distribution of print publications as designated by Managing Editor and/or curators.
* Orders supplies for the South Office and pantry.
* Serves as Corning Aviation reservations liaison for Curatorial and Collections teams.
Updates employee travel page as needed.
* Serves as back-up to Executive Assistant for Fellow’s meeting and on selected projects.
Rakow Research Library * Administers submission, review, and logistics for the Rakow Grants for Glass Research and David Whitehouse Residencies for Scholars with Rakow Director and staff.
* Coordinates grant applicant and awardee correspondence, activities of the review committee, calls for submissions, disbursement of funds, and tracking of results.
* Collaborates with colleagues in Accounting, Digital Media, Marketing and Communications, The Studio, and other departments to support grant processes.
* With the guidance of Rakow staff, collects and organizes library data to support assessment, grant-seeking and fundraising, reporting, and other activities.
* Works with Rakow staff to identify, organize, and share content with Marketing and Communications to support social media and other public-facing outreach.
* Gathers and organizes information related to library collections to advance digitization efforts and other activities that support management and discovery of collections.
* Learns and effectively uses library systems, SlideRoom, and other technology and tools to meet responsibilities.
* Handles scheduling, travel, ordering supplies, shipping, and other administrative tasks and collaborates across the Museum as necessary.
* Works on-site at the Rakow Library a minimum of four hours per week.
Publications * Schedules regular meetings with Museum employees, contributing curators, authors, and artists as requested.
* When necessary, schedules travel, arranges accommodations, and manages honoraria for contributing curators, authors, and others the Museum may contract.
* Manages distribution of printed publications to contributors worldwide.
* Reviews bibliographies for _Journal of Glass Studies_ articles.
* Manages internal image requests: researches image source, gains rights permissions, coordinates payment if needed.
* Proofreads and reviews page layouts as needed.
Annual Seminar on Glass * Provides administrative support for Seminar, prepares agenda and leads meetings.
Works with the coordinating curator and other Museum employees to effectively and efficiently produce the virtual program.
* Manages contracts and honoraria for Seminar speakers.
* Works with Digital Media team to update Seminar website.
* Updates project timeline, schedules tech checks, sends deadline reminders, and other duties as needed.
General * Supports and amplifies the Museum’s commitment to diversity, equity, inclusion and access.
* Provides Museum Prints to supervisors of departing employees; monitors supply to ensure continuous availability.
* Actively participates in department meetings; creates agendas and takes minutes.
* Serves on Museum cross-functional teams as requested.
* Represents the Curatorial Department and the Rakow Library in Program Coordination Team meetings.
*Qualifications:* * Respect and exemplify the values of The Corning Museum of Glass in all interactions with colleagues, staff, volunteers and the public.
* Ability to represent the Museum in a professional manner.
* Adhere to all prescribed organizational and departmental policies and procedures.
* Ability to professionally handle confidential material and information; maintains confidentiality.
* Ability to work independently and as part of a team; strong collaboration skills.
* Ability to work with minimum supervision.
* Associates degree in business-related area or equivalent work experience.
* Minimum five (5) years’ experience at a comparable level; experience working in a museum desired.
* Ability to be proactive, take the lead and positively influence outcomes.
* Demonstrated proficiency with Microsoft Office Suite and MS teams software products; ability to learn new job-related software programs * Familiarity with or willingness to learn web-based collaboration and content management platforms such as SharePoint and SlideRoom.
* Ability to handle all situations with tact and diplomacy.
* Handles multiple tasks under the pressure of deadlines.
* Highly accurate, detail-oriented and organized; focuses on follow-up.
* Excellent interpersonal skills; works closely with multiple internal and external stakeholders including senior leadership, boards of directors, and other high-level volunteers.
* Some weekends and/or evenings required; flexibility in hours necessary.
Job Type: Full-time Pay: $52,000.
00 - $56,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Employee discount * Flexible schedule * Flexible spending account * Health insurance * Health savings account * Life insurance * Paid time off * Parental leave * Professional development assistance * Relocation assistance * Tuition reimbursement * Vision insurance Schedule: * 8 hour shift * Day shift * Monday to Friday Work Location: In person