Job Summary
Coordinates and manages the technical and informational aspects of events and programming at Gilcrease Museum. Bridges IT systems and event delivery to ensure seamless, engaging experiences for internal and external audiences.
Essential Functions (Responsibilities)
Event Strategy & Technology Integration
Partner with Learning & Community Engagement, curators, and external vendors to design and implement tech-enhanced programs, workshops, seminars, and lectures.
Ensure all audiovisual (AV), streaming, and interactive technologies are set up, tested, and operational before and during each event.
Event Coordination
Manage event logistics: venue setup, scheduling, registration systems, IT support, and digital materials.
Coordinate AV needs, troubleshoot onsite tech issues, liaise with vendors and IT service providers.
Program Development & Evaluation
Collaborate to develop program content and materials that incorporate digital tools.
Collect performance data (attendance figures, engagement metrics), analyze results, and report findings to stakeholders.
Technical Support
Provide Level 1/2 technical support for events: diagnostics, troubleshooting, on-site response.
Maintain documentation for event technology—including setup guides, troubleshooting logs, and vendor contacts.
Stakeholder Engagement
Required Qualifications
Knowledge, Skills, and Abilities:
Proficiency in setting up AV systems.
Familiar with event software.
Strong project and vendor management abilities.
Excellent communication and organizational skills.
Ability to multitask and troubleshoot under pressure.
Equivalent Education and Experience:
Bachelor’s degree in information technology, Event Management, Museum Studies, or related field.
2+ years in event coordination, preferably within a museum, cultural institution, or educational setting.
Strong IT background, particularly in audiovisual systems, event platforms, and basic network infrastructure.
Physical Requirements
Ability to sit for extended periods when managing setup or registration.
Occasional lifting and moving of AV equipment (up to 20 lbs).
Manual dexterity for connecting and configuring IT devices.
Disclaimer:
The essential job functions and associated qualifications contained in this document describe the general nature and level of the work performed. They are not intended to represent an exhaustive listing or be inclusive of all aspects of the job. The tasks and procedures involved in the performance of the essential job functions may vary from day-to-day. Major changes in areas of responsibility may occur, as directed by management, and will require revision of this job description.
