Visual Arts Department Coordinator
Pittsburgh, PA
Part Time
Entry Level
Position Summary:
The Visual Arts Department Coordinator provides administrative, operational, communications, and project support for the Pittsburgh Cultural Trust’s Visual Arts department. Reporting to the Exhibitions Manager, this position supports departmental coordination, scheduling, documentation, budget tracking, contract and invoice processing, committee support, and cross-departmental communication to help ensure the smooth planning and execution of Visual Arts activities, exhibitions, public art initiatives, and related programming.The position is expected to work approximately 20-25 hours per week. Hours of work are primarily weekdays, but may also require evenings (including the monthly Gallery Crawl) and some weekends.
Knowledge, Skills & Experience Required:
Education: Bachelor’s degree or equivalent combination of education and relevant administrative, arts, nonprofit, or project coordination experience preferred.
Work Experience: 1–2 years’ experience in administrative support, project coordination, nonprofit arts administration, or related work preferred.
Supervisory Experience: None required
Technical Skills: Strong working knowledge of Microsoft Office suite required. Ability to learn to use various programs as required of the role including Yooz, Paylocity, Right signature, etc.
Intangibles: Strong attention to detail, high level of accuracy, and strong problem-solving skills. Self-starter who is organized, patient, and able to manage multiple tasks and priorities in a fast-paced environment. Professional communication skills, a collaborative approach, flexibility, and an interest in contemporary art, public art, and culture are important to success in this role.
Essential Functions:
Exhibitions & Documentation- Coordinates artist and curator travel, including accommodations, transportation, itineraries, reimbursements, and related logistics
- Coordinates exhibition documentation, including scheduling photographers and videographers, managing image and video selections and approvals, and distributing final assets
- Manages exhibition asset delivery and supports review and editing of press materials, exhibition descriptions, and related communications
- Maintains organized exhibition files, image assets, checklists, credit information, and other project documentation
- Assists with tracking exhibition timelines, deliverables, approvals, and logistical needs to support successful completion of Visual Arts priorities
- Processes W-9s, invoices, check requests, reimbursements, and expense coding for artists, vendors, contractors, and department activities
- Manages department purchasing and tracks related expenses, including Amazon purchases, credit card statements, and other assigned spending
- Tracks annual program budgets and assists with monitoring program-related expenses, invoices, and payments
- Maintains department meeting minutes, internal documentation, records, files, contact lists, checklists, and project materials
- Coordinates other administrative needs at the direction of department leadership for artists, visitors, partners, and department needs
- Liaises with Marketing and Communications staff to submit, route, proof, and update Visual Arts web content, print materials, and promotional information
- Working closely with the Communications Department, coordinates press needs, promotional materials, interview requests, and related information with Trust leadership, artists, and external stakeholders
- Coordinates with Design and Web Marketing teams on Gallery Crawl materials, timelines, approvals, and final asset delivery
- Helps ensure accuracy and consistency of Visual Arts information across print, online, internal, and external materials
- Supports planning, coordination, and general administration of Gallery Crawl and other Visual Arts programs and events
- Coordinates or supports the coordination of volunteers, community partners, participating venues, schedules, and related event logistics
- Manages event needs with internal teams, including load-in and load-out schedules, A/V needs, RAMP service, gallery attendants, and other staffing or operational requirements
- Supports donor engagement, gallery hosting, artist and guest hospitality, and other relationship-building activities
- Demonstrates a commitment to diversity, equity, accessibility, and inclusion, including through continuous development and modeling inclusive behaviors
- Performs other responsibilities as assigned
Supervisory responsibility: This position does not have supervisory responsibility.
Decision-making responsibility: The Visual Arts Department Coordinator uses sound judgment to prioritize assigned tasks, coordinate workflows, maintain accurate records, and support timely completion of department activities.
Budget responsibility: This position assists with the management of the Visual Arts department budget.
Strategic responsibility: This position does not have significant strategic responsibility.
Reporting requirements: The Visual Arts Department Coordinator provides supporting information for department budgets, reports, grant materials, marketing requests, and other institutional needs as assigned.
Travel requirements: Limited travel (less than 5%) is required for this position.
Physical demands: This position involves office work – occasional lifting up to 20-30 lbs. may be required. The individual should be able to sit and/or view a computer screen for extended periods of time. Walking and/or standing for extended periods of time will be necessary.
Starting Rate: $20/hour
The Pittsburgh Cultural Trust is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, national origin, ethnicity, veteran or disability status.
Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. The Pittsburgh Cultural Trust strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.
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