Cooperative Program Coordinator jobs in Pittsfield, MA

About the Clark:

The Clark is a leading cultural institution and actively seeks employees who are energized and motivated by its dual mission as an art museum and a center for research and higher education, dedicated to advancing and extending the public understanding of art. The Clark’s mission and its geographical location define three essential aspects of its character and identity: the quality of its art, the beauty of its pastoral setting, and the depth of its commitment to the generation of ideas. Clark employees enjoy the opportunity to live and work in the Berkshires of Western Massachusetts, a place of rich natural beauty, a dynamic environment defined by its deep cultural resources, and a region that is growing as both a center of innovation and a major tourist destination.

Position Overview:
Serve as primary administrator for the Research and Academic Program (RAP) at the Clark Art Institute. RAP’s departmental mission is to support advanced scholarship in art history and visual culture through residential fellowships, symposia, lectures, and teaching. RAP hosts 17-21 scholars a year and presents several public and private scholarly events. This is a logistics position. The person works with a travel agent to organize travel for approximately twenty fellows a year, and for about fifty program participants. The individual is in charge of: organizing catering; acting as a liaison with the Clark Catering service Constellation; working with the Clark Facilities staff to maintain the Visiting Scholars’ Residence, where the Clark Fellows reside while in Williamstown; overseeing the budget for the program; working with the Accounts Payable department of the Clark to process invoices; and overseeing the RAP budget on the MIP system. The position requires an individual invested in systems management tools, logistics, and engaging with a diverse cohort of fellows and program participants. There is a significant degree of independence to make decisions while also working closely with a small team, and problem-solving in conversation with the other team members, and other Clark employees.

Starting Salary: :$56,500/yr.
Principal Duties and Responsibilities (Essential Functions**):

• Administer Clark Fellowship program:

• Manage the fellowship application process, which includes overseeing the application portal, coordinating the selection committee meeting, and answering questions via email from prospective applicants.

• Work with the director in recruiting the fellows, including drafting offer letters, and organizing incoming paper work

• Prepare for fellows’ arrival, including letters of agreement, visa applications, stipend payments, travel arrangements, housing and office assignments, etc.

• Serve as the Clark’s ARO for the U.S. Department of State SEVIS program (Student and Exchange Visitors). The individual will be trained in using the SEVIS program, which is the system by which we assist our international fellows in obtaining their visas to come to the United States

• Prepare fellows’ lecture schedule

• Assist fellows as needed

• Order/restock household item inventory at Visiting Scholars Residence

• Organize orientation for the fellows upon arrival, so that they become introduced to the Clark and other local institutions

• Organize catering events for the fellows though out their time in residence, including for their lectures and seminars, and other social occasions

• Responsible for organizing the logistics for RAP conference and workshops, including organizing travel and catering for program participants

• Work with the Williams College Graduate Program in bringing together fellows and graduate students and organizing events

• Work with the Director’s Office of the Clark Art Institute to ensure that they are included in all events with the fellows, and occasionally organizing events between the Director of the Clark and the Fellows in residence

• Provide administrative and secretarial support to RAP, including:

• Review and coordinate calendars of the Clark and Williams College to schedule RAP lectures and events.

• Serve as logistical contact for participants of RAP events, including travel, hotel, bios, recording permissions, car service, contracts and stipends

• Order/restock office supply inventory for RAP staff and for fellows’ offices

• Work with manager of donor information systems to add, update RAP contacts in Raiser’s Edge database

• Attend weekly RAP staff meetings

• Attend Events logistics meetings for the Clark Art Institute, coordinating RAP events with other departments such as Advancement, Public Programs, and Curatorial

• Serve as the cost center manager for the RAP department, including:

• Prepare annual budget

• Track RAP event expenditures and submit expenses and receipts

• Other duties as assigned

This position reports to the director of the Research and Academic Program. There is a significant amount of independence in booking and organizing the travel and catering, and overseeing the logistics of the fellows’ program. The director and assistant/associate director will work closely with the Program Coordinator to organize the fellows’ orientation and the details of all events and programming, but the individual will also have a certain degree of freedom to establish the procedures that they prefer, and to make decisions about budget, catering, and logistics. The individual is given the latitude to work independently while also receiving support by the administrative team in RAP to realize the goals of the position, and to also develop and grow professionally as a non-profit administrator.

Education, Training, and Minimum Qualifications:

• Bachelor of Arts, or equivalent experience.

• Strong organizational skills, and the ability to juggle multiple projects with competing priorities and deadlines

• Demonstrated ability to pay attention to detail

• Ability to use Word, Excel, PowerPoint, Foxit, MIP, and Raisers Edge

• Demonstrated ability to work collaboratively and independently

• Dedicated interest in the mission of art museum and program in higher education and research

• Commitment to valuing diversity and contributing to an inclusive working environment; cultural competency and the ability to effectively interact/work with, and serve people of various backgrounds and experiences.

Employment at the Clark is contingent on the verification of background information submitted by the applicant.

The Clark is an equal opportunity employer, and is committed to the principles of diversity, equity, inclusion, and accessibility (DEIA). We strongly encourage applications from individuals from all identities and backgrounds.

The Clark provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or transgender status, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

The Clark considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.