Coordinator for Public Programming

NYBG Job Description

Position Summary:

The Public Programming Coordinator will provide direct high-level support to the Senior Manager of Public Programming and assists the Director and Program Operations Specialist, as well as oversees seasonal staff. The Public Programming Coordinator is primarily responsible for overseeing the execution of onsite public programs. In doing so, this position is expected to coordinate with colleagues and partners across the institution to ensure successful event execution, and will work with Programming Team Lead on the supervision and execution of programming operations. The Coordinator is responsible for general administrative tasks that support the research, execution, and outreach for public programs; for the scheduling and management of part-time, seasonal Program Assistants; and for general communication with external artists, vendors, and partners. This work includes preparing internal and external communication documents and marketing signage; and conducting inventory of programming materials. In doing this work, the Public Programming Coordinator is directly involved in the development, coordination, and implementation of public programs such as concerts, films, lectures, and special evening events.

Specific Duties & Responsibilities:

• Work directly with the Senior Manager of Public Programming on researching and aiding vendor management and bookings including the collection of financial documents, contracts, marketing assets, and more.
• Oversee the scheduling, onboarding, and training of seven part-time, seasonal program assistants. The Coordinator is responsible for authoring workflow documents, staff plans, and communication documents that prepare the seasonal program assistants to execute their work successfully.
• Serve as the supervisor and directly oversee the execution of onsite programming including daytime programming for exhibitions; special ticketed events; the NYBG Farmers Market, and evening programming.
• The Coordinator will work closely with the seasonal Programming Team Lead on the placement of signage, programming materials, and additional assets to support the execution of the programs.
• Liaise with interdepartmental leadership to manage calendar of events for Public Programming and spaces, including but not limited to internal meetings, public programs, and external vendor rentals.
• Author vendor and partner contracts; conduct walk-throughs with potential partners; and ensure partners understand their scope of work with NYBG.
• Participate in planning and research conversations, responsible for receiving action items that ensure the successful execution of planning.
• Responsible for writing and drafting all necessary signage and wayfinding collateral necessary for event production.
• Conduct inventory research and coordinate the ordering of necessary hospitality and program materials; Work with the Exhibitions & Programming Administrator on equipment repairs and departmental administrative needs.
• Manage the technical components of programs and events regularly.
• Participate and assist in vendor/artist site visits and interdepartmental staff walkthroughs.

Qualifications:

• 3 years of experience working in administrative support for program production.
• Experience in a supervisory position with experience generating schedules and workflow communications.
• Ability to work in a safe and efficient manner in a deadline-driven environment.
• Ability to create, read, understand, and execute work based upon programming overview and operation documents.
• Organized, attentive to details, maintains good attendance, and is punctual.
• Experience with A/V QSC sound-system set-ups is preferred.
• Bachelor’s Degree preferred.
• Driver’s License required.
• Experience using Microsoft Outlook suite including Teams; Asana; and Adobe is preferred.

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required to, at minimum, stand; walk; sit; use hands, reach with hands and arms; climb stairs. The employee must be able to lift and/or move up to 50 pounds. Work outdoors under a variety of weather conditions. Work under low, moderate or loud work conditions.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Wednesday – Sunday (Variable event-based schedule including nights and weekends) from 9 a.m. – 5 p.m. Must be available for nights & weekends.

Salary: $62,000