Department: Curatorial Affairs and Education
Reports To: Deputy Director for Curatorial Affairs and Education
Classification: Part-Time, Non-Exempt
Summary
The Administrative Assistant will assist the Deputy Director in the daily administration and running of the Curatorial Affairs and Education Departments. This includes organizing day-to-day tasks, calendaring, exhibition organization, and correspondence for both departments.
Duties and Responsibilities
Support Deputy Director:
- Schedule meetings; screen calls; ensure Deputy Director emails are followed up as needed.
- Create purchase orders and process payments for exhibition fees and contracts and process invoices to participating institutions.
- Prepare agendas, take minutes, and provide reports for Collection Committee and Education Committee meetings.
- Share loan requests and exhibition proposals at Curatorial meetings.
- Organize images for Deputy Director presentations.
Assist Curators:
- Exhibition organization
- Create spreadsheets for loans and follow through on correspondence.
- Assist in the preparation of touring exhibition proposals and mailings to potential venues.
- Transfer curatorial label texts to database.
- Create and maintain SDMA exhibition history records.
- Prepare thank you letters to lenders and donors of works of art.
- Maintain curatorial, donor and collector files.
- Circulate shared curatorial post.
Assist Art and Empathy Education Managers:
- Tracking attendance numbers into spreadsheets and databases.
- Assist with compiling data for Education reports and grant writing.
- Compile visitor survey results into reports for Education Managers.
- Assist Education Managers with correspondence with current program partners, and potential partners.
- Purchase supplies for curators and educators; inventory Education supplies.
Assist Curatorial and Education Departments:
- Organize travel, accommodation, and per diem for Deputy Director, curators, educators, Docent Manger, artists, and senior representatives from lending institutions; collect VIP guests from airport.
- Some evening and weekend hours may occasionally be required.
- Other duties as assigned.
Qualifications
- Education: Minimum of Bachelor’s degree in art history, or related field. Two years museum experience in a curatorial support role preferred.
- Skills: The candidate must possess excellent organizational skills with keen attention to detail and strong communication skills. Computer proficiency on Microsoft Office (Word, Excel, PowerPoint) essential. Experience with databases such as Excel and Altru preferred. Must work well independently and with colleagues from all departments, as well as with board members, donors, and lenders.
- Abilities: Ability to work some evening and weekend hours.
Physical Demands
- Some carrying and lifting up to 25 pounds.
- 75% time sitting at computer.
- Daily walking required to the Museum, which includes stairs.
- Some traveling to other sites may be required.
Work Environment
- Office space is shared.
- Noise fluctuates between quiet and moderately noisy.
If interested, please submit cover letter and resume: resumes@sdmart.org, or mail to: The San Diego Museum of Art, Human Resources, Attention: Administrative Assistant, P.O. Box 122107, San Diego, CA 92112.
The San Diego Museum of Art is committed to providing equal employment opportunity and will comply with all applicable federal, state, and local equal opportunity employment laws. The Museum prohibits discrimination against staff members or applicants on the basis of sex, race, religion, color, national origin, disability, protected medical condition, marital status, age, sexual orientation, gender, gender identity, gender expression, ancestry, military or veteran status, genetic information or any other characteristic protected by federal, state, or local law.
