Education Department Coordinator

The Education Department Coordinator manages integral internal and external communication and administration activities for the Education Department and maintains its systems for high efficiency while serving as the chief liaison with the general public and colleagues throughout the museum. The Education Department Coordinator provides administrative and logistical support for education programming and collaborates with the Charlotte Wagner Director of Education and program managers on special projects and initiatives.  Occasional evening and weekend hours required.

The Education Department Coordinator contributes to a culture of collaboration, community and respect while embodying the principles of ICA’s Quality of Service and centers the work of Diversity, Equity, Accessibility, Inclusion, and Belonging in all areas of their work. This is a full time, hourly position.

WORKING AT THE ICA:

1. All ICA employees are required to reside in Massachusetts and within commuting distance from our Seaport location as of their first day of work.
2. The ICA offers the flexibility of a hybrid work week, which averages three to four days a week onsite for employees who are eligible to work remotely (subject to change, and at managers discretion)

Responsibilities:

• Maintain a working knowledge of all ICA educational programs, workshop offerings and any other museum initiatives impacting communication with audiences and museum staff
• Oversee the department’s budget infrastructure, which includes: developing and maintaining financial spreadsheets to track expenses, providing department support in tracking and projecting program expenses and reconciling all expenses
• Maintain and process all credit card receipts; provide accounting office with monthly coded reports
• Maintain department calendars and schedules, event registration and ticket distribution information, program reports (participation numbers), correspondence and materials related to the Education Committee and Department
• Coordinate department meetings and assume all responsibility for schedules and agendas; facilitate meetings, as assigned
• Represent the department and its activities at weekly Operations Meetings and distribute all logistical information; participate in inter-departmental ad-hoc committees, as assigned
• Maintain all RSVP information and coordinate setup for all committee, community, and volunteer meetings led by department staff
• Maintain and communicate department systems, processes, and procedures. Oversee orientations for new department members and support their learning; develop materials to support these efforts and mentorship with general administrative processes
• Oversee the department’s general communication efforts; create and distribute mailings, email blasts, and flyers, as assigned
• Support Teacher and Tour Programs Manager on facilitating orientations and tours for groups visiting the ICA; lead discussions on ICA exhibitions with groups when necessary
• With Teacher and Tour Programs Manager, ensure all guided visit and tour requests have staffing coverage
• Manage the master group visit schedule for the ICA and ICA Watershed.  Process all tour and group visit requests in a timely manner and communicate policies and educational opportunities; disseminate information, as assigned
• Work closely with Director of Education on new department initiatives
• Other responsibilities as assigned

Qualifications:

• Minimum 2 years of experience working in an administrative position required
• Exemplary organization, communication (written and verbal) and customer service skills required
• Accuracy and attention to detail necessary; demonstrated ability to multi-task in a fast-paced work environment
• Ability to handle sensitive and confidential information with a high degree of professionalism
• Ability to work collegially, professionally and collaboratively with a diverse group of constituents including staff, visitors and vendors; ability to remain calm under pressure and use good judgement in responses
• Possess the ability to work independently, demonstrating initiative and proficiency at problem solving  
• Solid experience with MS Office Suite, particularly Excel, Word, and Power Point; knowledge of Tessitura and JotForm a plus
• Spanish and/or Haitian Creole speaking ability, a plus
• Occasional evening and weekend hours required
• Must successfully pass a CORI background check

Physical Requirements:

• Possess mobility to work in an office setting and use office equipment; move about throughout the museum.
• Prolonged periods of remaining stationary working on a computer, standing and/or moving about in the office to access files, printers, etc.
• Ability to lift, push and/or pull 10-15 lbs., keyboarding and gripping.
• Ability to see, listen and talk for extended periods in person, over the telephone and computer, and understand printed materials
• Must be able to exchange accurate information with visitors, staff, departments, and vendors.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. While the above is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The ICA offers an excellent benefit package that includes health, dental and vision insurance, disability/life insurance, flexible spending accounts, 403(b) retirement plan, and paid time off.

Pay Rate: $26.50 per hour

Pay rate is based on meeting minimum qualifications.

ICA Compensation

Each ICA position has a job grade based on the position’s evaluated job responsibilities, required education and experience, needed skills to perform the job, and professional knowledge.

The position’s grade and respective compensation range is determined by the position’s overall responsibilities, including decision making, supervisory/management requirements, resource management and budgeting duties.

Compensation is ultimately determined by the scope of the position and responsibilities, the candidate’s relevant experience, and internal equity, with starting salaries typically falling in the lower half of the compensation range.

How to Apply:

Interested candidates should send letter of interest and resume to jobs@icaboston.org. When applying include “Education Department Coordinator” in the subject line of email.