Program Assistant - Art Bridges

Job Description

Art Bridges is looking for a Program Assistant to join the funding and awards department. This role requires attention to detail, organizational skills, diplomacy, and discretion.

About the job
You’ll join a top-notch team and will support the department and the Program Officer in the administrative work of awarding funding for Art Bridges projects. This position will also provide support for assisting museum partners in accessing Art Bridges services.

What you will do

· Populate grant-reporting forms, templates, and update information in various foundation databases
· Assist with general correspondence, requests for information, creation and updating of files and records, follow-up reports, etc.
· Update calendar with application due dates, board meetings, project check-ins, and project closures
· Assist program staff in the preparation, processing, and tracking of internal grant-related documents such as grant write-ups, grant letters, and grant payments.
· Assist in migration of static documents into grant management and digital asset management software
· Communicate with other departments about museum partner projects
· Keeps abreast of developments in the foundation field regarding procedures and compliance
· Schedule appointments and meetings, manage calendars, and make travel arrangements
· Organize material for internal and board meetings, maintain database/physical system records, and assist in preparing routine and custom reports
· File invoices, support paid invoice tracking, assist with expense reports
· Assist with development of yearly budget and reporting
· Support all program areas as needed or requested
· Participate in internal professional development opportunities, including Inclusivity, Diversity, Equity, and Access learning and roundtables
· Other projects as assigned

Who we are looking for
You are a strong and empathetic listener and are able to respond to the needs of museum professionals at every level, from small to large institutions.

The ideal candidate is collaborative, hands-on, detail-oriented administrator with a passion for American art, connecting to Art Bridges parts, and the ability to communicate effectively and efficiently with multiple constituencies.

Personal attributes that support your success
· A great sense of humor, and a passion for the power of the arts
· Enthusiasm about joining an organization that’s new, evolving, and poised to have major impact on the art museum field
· Attention to detail, critical-thinker, and problem-solver
· Collaborative and energetic
· Adaptable and flexible
· Ability to “self-start” and exhibit a high degree of initiative
· Forward thinking / Early adopter of technology
· Comfortable working in a fast-paced, entrepreneurial environment

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands
The position requires utilizing a computer for prolonged periods of time and good eye/hand coordination. Position also requires verbal and written conversation with others, as well as standing, walking, bending, climbing, reaching, strenuous lifting/moving objects up to 25 pounds. Vision abilities required by the job include close vision.

Work environment
Work will mainly be performed in an office environment and museum spaces. Position requires occasional evening and weekend work.

About Art Bridges

Art Bridges is a new foundation, founded by Alice Walton, whose mission is to expand access to American art in all regions across the nation. Art Bridges organizes and administrates exhibitions of American art at public and academic art museums of all sizes. These exhibitions draw from Art Bridges’ growing collection and the collections of partner institutions. The exhibitions supported by Art Bridges are engaging, content-rich, and include in-depth educational and interpretive materials. They range from single-object loans to fully developed thematic exhibitions, and include support for programming, community outreach, audience engagement, and meaningful evaluation.

Art Bridges is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

· Associates degree; with coursework in business, non-profit management, art history, museum studies or related field
· Knowledge of philanthropic, non-profit, and/or business standards and topics
· Minimum of two to three years’ work experience, preferably in an administrative role in an office environment requiring interaction with both internal and external clients
· Valid driver’s license with clean driving record required
· Ability to obtain valid passport
· Proficiency in the use of MS Office software to include: Outlook, Word, Excel
· Ability to quickly learn new software and databases
· Strong organizational and analytical skills
· Excellent written and verbal communication skills
· Responsive and personable with internal and external partners
· Ability to think critically and exercise discretion and independent judgment
· Ability to work in a fast-paced environment with strong attention to accuracy and detail
· Demonstrated capacity to work as part of a team, as well as independently
· Ability to understand and maintain the highest levels of confidentiality