Education Program Coordinator
Reports to: Business Services Manager
Department: After Hours Events
Position Type: .75 FTE (25-35 hours per week), Non-Exempt
Salary Range: $15.50 – $16.75 per hour
Summary of Position
Tacoma Art Museum (TAM) seeks a high energy and creative experienced Events Manager. This position reports to the Business Services Manager and is responsible for the logistical execution of private rental events including but not limited to non-profit gatherings, weddings, corporate events, dance rentals, future builder functions, and fundraisers. This position oversees the scheduling and training of all Event Support Crew Staff and the Internal Events Coordinator.
This position requires cooperation and communication with all departments within the museum and with outside organizations.
This position requires a flexible schedule, with regular evening and weekend hours as subject to the events calendar. The Events Manager should expect event time commitments to range from 4 hours to 15 hours per day pending event schedule.
- Communication and collaboration with private rental clients about event details and logistics. This includes but is not limited to: scheduling of event timeline; vendor confirmations; review of Museum policies and regulations; and consultation meetings.
- Serve as day of contact for all Tacoma Art Museum facility rentals, and support of other internal events. Specific responsibilities include event logistics, set-up/cleanup coordination, vendor and inter-departmental communication, upholding of facility policies, and securing the building before and after event start and end times. Management of Event Support Crew scheduling for all event related needs in the museum both internal and private rental.
- Hiring and training of Event Support Crew Staff throughout their variable hour positions and facilitating cross training within other Museum Business Services areas i.e. cafe/catering, store, and visitor services.
- Leading and planning of the Monthly Events Meeting with all departments related to event details or programming. Facilitating review of Museum events and facility rentals with Education, Development, Curatorial, Security, and other MBS departments.
- Provide stellar customer service at all times during the event planning, execution, and evaluation process.
- Coordinate with appropriate departments to ensure adequate staffing and other support requirements including Event Crew, VS, Security, café/Catering, Curatorial, Education, and outside vendors.
- Attend events from start to finish ensuring compliance and great customer service in the planning and execution of events.
- Can remain calm when under pressure or faced with stressful situation. Has the resolve to work through event emergencies with grace, positive attitude and intelligence under pressure.
- Execute agreements, documentation, and permits for events as required.
- Ensure all internal and external regulations are enforced.
- Manage and organize cost log analysis for private event rentals on internal drive tracking report expenses and costs.
- Update private events database, monthly forecast reports, contribute to potential sales prospecting, and execute yearly holiday cards for MBS department.
- Perform other duties as assigned.
- At least one-year minimum experience in event planning
- Experience in Wedding/Program/Event coordination
- Experience in vendor communication and contractual compliance with other companies and businesses
- Associate’s Degree and/or equivalent level of training and experience
- Excels at setting and managing realistic deadlines for both events, office administration work in relation to events, and Event Support Crew supervision
- Strong time management skills
- Experience directing and working with volunteers and outside vendors
- Ability to multitask and juggle many projects at once
- Comfortable asking for help when needed
- Must be willing to work flexible schedule, including evenings and weekends for special events. The Events Manager should expect event time commitments to range from 4hours to 15hours per day pending event schedule.
- The qualified candidate must possess a compatible commitment to the museum brand personality: smart, dynamic, innovative, passionate, civic-minded, gracious, approachable.
- Experience in Microsoft Office; Excel, Outlook, Publisher, Powerpoint, and Word
Travel, Working Conditions, and Physical Environment
The essential physical requirements of this position include:
- There is occasional need to stand, stoop or walk for long periods of time
- Frequently reaches with hands and arms and uses hands and fingers to handle objects and operate tools, machinery, computers, and/or controls
- Ability to lift objects (up to 75 pounds) and perform other similar actions during the course of the workday
- Continuously exchanges information through listening and talking with staff, volunteers and individuals in the community
- Some work may be occasionally performed outside where employee is subject to adverse weather conditions
- Negligible local travel, less than 5% of work hours
- Please email a succinct cover letter and resume to HR@TacomaArtMuseum.org
- Include “Events Manager: First Name Last Name” in subject line.
- No phone inquiries, please.
Resume review will begin immediately Position is open until filled.
Tacoma Art Museum is an Equal Opportunity Employer
Tacoma Art Museum strongly encourages applicants from members of groups underrepresented in careers related to museums and the visual arts.
About Tacoma Art Museum
Tacoma Art Museum is a public-spirited institution with nationally recognized exhibitions and innovative educational programs. Named by USA Today as one of the “Top 10 Great Places to See Art in Smaller Cities,” the museum has developed a reputation for presenting art in a thought-provoking yet accessible manner with a strong commitment to Northwest art through its acquisition and exhibition programs. Founded in 1935, the museum has strong roots in the community and anchors Tacoma’s lively downtown university and museum district.
Completed in November 2014, an additional $15.5-million building project has added approximately 16,000 square feet, and houses the Haub Family Collection of Western American Art. This collection establishes TAM as the only major museum of Western American art of this caliber in the Northwest. It also enables the museum to fully explore the art history of the West while integrating its Western and Northwest collections.
Another significant gift announced on January 14, 2016 is the gift of the Rebecca and Jack Benaroya Collection. The Benaroyas carefully assembled over their 70 years of marriage a collection that includes Northwestern and international studio art glass along with important paintings and sculptures by renowned regional artists. The gift, announced on Mrs. Benaroya’s 93rd birthday, includes a contribution for the construction of a new 7,390 square-foot gallery addition in which to present the collection. The new wing has been designed by award-winning architect Tom Kundig of Seattle-based Olson Kundig and is projected to open in January 2019.
It’s an exciting time to be a part of the Tacoma Art Museum family!
Located in the beautiful Pacific Northwest, Tacoma is known as the City of Destiny, a city that has always marched to the beat of its own drum. Close enough to Seattle to take advantage of everything a major metropolis offers, Tacoma is its own distinctly unique and actively engaged community with a clear love of the arts.
Diverse individuals and families continue to invest in Tacoma for its charming historic neighborhoods, schools, parks, waterfront, and amenities. You’ll find the beaches and forests of Puget Sound ideal to bike, run, hike, and paddle – including the nearby Mount Rainier. In addition to sports, theater and other cultural offerings, Tacoma is home to a growing restaurant and pub scene that’s made national press. The thriving Tacoma Museum District lines the downtown core and showcases some of the nation’s best collections. Tacoma is a great place to call home.