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Public Programming and Special Events Administrator
3 months ago
Position Summary
Plan and manage IFA public programs, external events, cultivation, and fundraising events. Manage the special events budget, social networking, and the IFA Annual Archaeology Journal. Responsible for costs/benefits analyses, expenditure control reports and budget. Maintain databases. Serve as the IFA Development Office's representative at public programming and fundraising events.
The Institute is a thriving center of advanced research and graduate teaching in art history, archaeology, and art conservation. A site of knowledge production since its founding in 1932, the Institute has also produced many of the world’s leading art historians, museum directors, curators, and conservators.
Duties Include:
Work in collaboration with the Development Director to plan and manage the execution of 100+ Institute of Fine Arts (IFA) special events annually, including external rentals and all academic public programming. This includes planning and implementing significant high-profile events for the Board Co-Chairs, Board of Trustees, and Faculty for fundraising purposes. Assist student groups in the planning of their events with guest speakers. Coordinate with IFA's Digital Media Team in the execution of all online public programs. Consult with IFA administrators, Facilities Managers, and selected vendors to strategize and plan events that meet development goals; evaluate client needs and provide consultation regarding event schematics (menu, room set up, visual resources and website team) to establish schedules, publications and budgets. Interpret and implement special event policies and practices. Partner with University personnel and external groups (non-profit arts organizations); serve as liaison with film and TV companies with IFA as location site; and coordinate with the University's Office of Media Relations and Office of Legal Counsel with regard to permissions and contractual negotiations. With the Director of Development, manage all event logistics related to the Board of Trustees, Public Programming, Corporate Patron Program and Alumni Association. Act as the Development Office's liaison with the IFA's Graduate Student Association to coordinate programming with alumni. Supervise student staff in the development office, including hiring, training, and evaluating performance; identify and prioritize their assignments to ensure deadlines are met and review work for accuracy. Supervise all database-related work by student workers. Collaborate with IFA Director of Development on the execution of the student curators' exhibition series. Create and produce publicity and fundraising materials for the IFA, such as the annual IFA Archaeology Journal sent to donors and prospects with an interest in the ancient world. This involves writing the text, managing the donor listing, overseeing the work of the newsletter designer, and submitting photographs and articles to meet deadlines. Assist in the coordination of all exhibition-related activities including the review of promotional materials, scheduling art handlers, and organizing public programs. Additional responsibilities as assigned. Manage assigned budgets; prepare short-term budget projections; review and approve expenditures; ensure finances come in at or under projected budgets. Authorize purchasing for all special events (hiring of catering personnel, flowers, liquor and rentals); and evaluate and modify policies and procedures to streamline operations. Assist Development Director in implementing community relations and community links. Develop and build upon the IFA's social media strategy.
Qualifications
Required Education:
Bachelor's Degree
Required Experience:
3+ years experience with events conceptualization, planning, and implementation in a corporate or academic setting or an equivalent combination of education and experience.
Required Skills, Knowledge and Abilities:
Excellent organizational, communication, interpersonal, and analytical skills. Ability to take initiative and manage a variety of tasks and projects simultaneously. Ability to act in a professional and confidential manner with all levels of employees and outside groups. Ability to manage budgets. Knowledge of advanced functions for MS Office applications (Word, Excel, Powerpoint), Google Suite applications, and Zoom functionality.
Preferred Skills, Knowledge and Abilities:
Experience with MailChimp and Adobe Creative Suite
Additional Information
In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is USD $74,936.70 to USD $91,589.30. New York University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses, clinical compensation, or other items.
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