Summary:
The Curatorial Administrative Assistant will provide support for two curatorial departments at the MFAH: Modern and Contemporary Art and Prints and Drawings
Duties, responsibilities, tasks and support will include the following:
- Quarterly Subcommittee meetings: both departments hold subcommittee meetings with trustees and supporters four times a year which oversee all collection activities and special projects. Preparation and follow up for these meetings include the following tasks:
- Create acquisition folders and initiates the numerous acquisition reports for purchases and gifts in collaboration with Curatorial Assistants and Associates.
Create agendas and meeting books in BoardEffect platform
- Send meeting notifications through BoardEffect
- Email individual RSVP requests to members for meetings
- Submit and track work orders and AV requests
- Submit Shipping (for off-site objects) or TR: (for objects already on campus)
- Assist the curatorial assistant, as needed, with artists’ questionnaires and print documentation sheets from artists, presses, and print publishers for the permanent collection files [For P&D only]
- Assist the curatorial assistant with generating and submission of Conservation Exam Requests for upcoming acquisitions once they have been assigned TR:numbers in TMS, then files CRs when sent back from conservation teams.
- Maintain the Excel spreadsheet that serves as the in-progress agenda for the next department subcommittee meeting.
- Documents tombstone information about incoming purchases and gifts; the dates that Shipping Requests and CERs are submitted; the TR: number that objects are assigned; the identity of the person who will be writing the report; and the status of the report (in-progress, finished and pending final review, submitted)
- Prepare meeting PowerPoints (in collaboration with Curator and CurAsst)
- Order catering; organize dishware, glassware, and flatware as needed; set up catering table at meeting location; prep meeting room
- Prepare post-meeting summaries
- Prepare and submit Purchase Packet and Gift Report paperwork for all new accessions including purchase orders for both departments
- Keep track of all acquisition paperwork through payment
- Keep track of financial statements in tandem with acquisitions purchased
- Send regular announcements and reminders for programs and community events
At the end of the fiscal year, migrates copies of object- and artist-related materials (e.g., research [scans from books, typed notes], correspondence with artists/dealers/donors/expert consultants, Conservation Reports, images) from Subcommittee folders to Permanent Collection folders
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- Collaborating with the Learning and Interpretation and Development departments:
- Liaise with L&I and speakers to provide PowerPoints, create promotional flyers, and maintain documentation of ongoing lecture series. This responsibility would include the P&D department’s Annual Virginia & Ira Jackson Lecture Series
- Liaise with the Development department’s patron groups for special lectures/events
Work with L&I and Development to promote events/lectures/programs
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- Exhibitions/Installations/Rotations, Exhibition/Collection Catalogues and Collection Management (some tasks shared with Curatorial Assistant):
- Assist, when needed, on rotation layouts and anticipate production needs. Installations include works on paper installed in the Beck Building (Lower Level, Ground Floor, 2nd Floor), Law Building, Kinder Building (2nd and 3rd Floors), and intermittently in Rienzi and Bayou Bend.
- Add pertinent deadlines on Outlook calendar for all rotations, installations, and exhibitions, inviting necessary parties.
- As needed, assist the curatorial assistant and volunteers with maintenance of Object records in TMS.
- Obtain rights and reproductions permissions and image files for comparative images
- When new photography is approved for collection objects, gather information from curators to submit and track formal photography requests. Also, aid in collecting and filing photographs of installations.
- Department admin:
- Organize flat and digital filing systems
- Saves important email correspondence, using standard naming convention (date_sender_subject), in appropriate locations for future reference.
- Prepare files to go to Archives
- Draft, review with curator, and then mail correspondence for acquisitions to donors/funders; on-view objects in installations/exhibitions for notification to artists/artists’s foundations/artist’s estates; patron groups
- Handle misc. mailings and shipments
- Coordinate trainings and requests for volunteers
- Assist the curatorial assistant, when needed, with interviews of interns and fellows and to coordinate department specific onboarding and other trainings not handled by Learning & Interpretation for successful applicants.
- Coordinate travel: communicates with Tzell to determine airfare and lodging options, generates and submits Travel Requisitions and Expense Reports
- Submit expense reports in AX
- Assists with organization of annual Art + Paper patron trip to IFPDA Print Fair [for P&D only]
Curatorial Administration (as needed): Administrative assistants may be asked to support other curatorial administrators on an ad hoc basis. Duties would include:
- Organize catering and set up for Curatorial meetings, and assist as needed for Collections Meetings
- Assist with non-staff travel requests
Skills, Knowledge and Abilities:
- As noted by this extensive description, this role requires solid clerical, organizational, and computer skills
- Must be detail-oriented and able to meet deadlines
- Must be proficient with Microsoft programs such as Word, Excel, and Power Point
- Interest in fine arts desirable
- Must be able to work flexible hours, may include occasional evenings and weekends.
Education and Experience:
- Previous clerical office experience, including Microsoft Suite, data entry, proofreading, Adobe Acrobat and PDF
- Associate or Bachelor's Degree in a related field preferred OR a combination of education and related work experience in an office or other related environment
About the MFAH
The MFAH is an organization comprised of 600+ employees and 1,000+ docents and volunteers. The museum is more than 100 years old and ranks nationally among the top 10 art museums in exhibition space, memberships, endowments, and attendance, with 1M visitors annually. Our multifaceted institution includes multiple gallery buildings, a sculpture garden, two art schools, three eateries and two house museums for decorative arts. The encyclopedic collection numbers more than 70,000 works of art in a wide range of media.
As an employer, MFAH offers a supportive, collegial and inclusive work environment and a competitive benefits package.
Position Available:
Title: Administrative Assistant, Curatorial
Classification: Non-Exempt/Hourly
Schedule: 35-hour work week – 9 am to 5 pm
May include some weekend work
Pay Rate: Please see “Compensation” below
Work Location: Museum of Fine Arts, Houston
Working Conditions and Physical Demands
Work will primarily be performed in an office environment. Work will involve extended sitting and computer use. With or without reasonable accommodation, the individual selected must have the capacity to perform effectively all essential functions. In addition to the other demands mentioned, the demands of the job may or will include:
- Must undergo and meet company standards for background and reference checks.
- Required ability to handle multiple tasks concurrently.
- Extensive computer usage.
- Seeing, hearing, speaking, and writing clearly in order to communicate with staff, guests and others.
- Frequent sitting, standing and walking, which may be required for extended periods of time.
- Good vision or corrected by use of glasses and/or contacts for reading and viewing abilities.
Equal Opportunities for All
At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.
Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.
Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.
The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department: [email protected] (mailto:[email protected])
Benefits:
The Museum of Fine Arts, Houston, offers an excellent benefits package that includes:
- Medical Insurance: Employee and dependent coverage through a choice of managed health care programs
- Dental Insurance: Employee and dependent coverage through two plan choices
- Vision Insurance: Employee and dependent coverage through a vision program
- Group health, dental and vision insurance coverage available and effective the first of the month following employment with the MFAH for this role.
- Life Insurance & AD&D: Employee coverage at no cost to the employee
- Long Term Disability: Employee coverage at no cost to the employee
The MFAH provides a generous schedule for time off under the following benefit categories:
- Paid Time Off - Used for absences from work such as vacation, illness of short duration, and personal reasons. Hours are accrued biweekly, based on employment status, length of service, and hours worked
- Reserve Time Off - Used for extended illnesses. Employees accrue up to 6 days per year, up to a maximum of 120 days
- Holidays - Full-time employees receive ten paid holidays per year
- Volunteer Time Off - The MFAH supports activities that enhance and serve the communities in which we live and work. Employees receive up to 40 hours of paid time off annually to give back and volunteer.
Other Benefits
- Staff may contribute to the MFAH Retirement Savings Plan. Eligible staff contributing to the plan may receive up to a 5% matching contribution from the MFAH after one year of service. (We also recognize prior nonprofit service which will provide for an accelerated employer match!)
- MFAH Membership – Staff receive a free Family-level membership
- Discounts – Staff receive discounts on purchases at the Museum shop and all on campus eateries and courses for you or your family at the Glassell School of Art.
- Metro commuter subsidy available upon request
Compensation:
Salary will be commensurate with the applicant's experience and the needs and requirements expressed in the job description. The MFAH has set the pay range for this job and level as a general guideline and not a guarantee of the compensation amount or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, the needs and requirements expressed in the job description, as well as internal equity, and alignment with market data, and any related regulations or other laws.
Application Procedure
Qualified applicants should apply online, which will be the most effective way to ensure consideration. Application materials should include a cover letter, your resume or CV, and if you prefer, a list of references will be accepted but not required at this early stage in the process. Applications or letters of interest sent via mail, fax, or direct email to a staff member will not ensure consideration.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
