Mass Museum of Contemporary Art

Mass Museum of Contemporary Art

Public Programs Coordinator

Job Type

Full-time

Description

The Public Programs Coordinator (PPC) will be responsible for the administration and logistics

of public programs including, education programs, Research and Development (R&D) Store

events, internal programs, and member specific programming.

The PPC reports to the Director of Public Programs and works closely with the Creative

Producer and Senior Manager of Public Programs, the Senior Manager of School Programs,

and the Creative Producer and Manager of the R&D Store, to fulfill MASS MoCA’s mission and

the current strategic plan.

The PPC is capable of gleaning information from PP Staff from department meetings to develop

and keep track of logistics and tasks necessary to adhere to production timelines; excellent time

management skills, honing in on immediate responsibilities and longer term projects; following

up with appropriate managers and staff to collate and/or produce information (including location,

time, partners, distributed materials, art making materials, or other) for public programs

producers on a seasonal basis.

The PPC prioritizes department operations and takes responsibility for addressing duties

promptly including invoicing, materials orders, and contracts. They also coordinate the travel

and hospitality of visiting contractors, artists, and temporary hires. The PPC is flexible, open and

helpful when working with patrons and staff.

Duties and Responsibilities (in addition to above)

Public Programs:

  • Maintain the public program internal calendar, including all logistics and administrative needs. ? Serves as the main contact and responder on the studentgroups@ email alias to coordinate K-12 and college group visits.
  • Assist and/or draft descriptions of programs for review by Public Programs producers and Communications and Content departments prior to distribution.
  • Collaborate with all departments to coordinate all scheduled programs, including reserving spaces, art making, completing internal event summaries, as well as audio, visual, and other software needs.
  • Coordinate with Visual Arts, Visitor Experience, and Communication & Content departments to schedule all-staff tours of new exhibitions and to prepare for and promote all programs. ? Coordinates program photo and video documentation.
  • Coordinate evaluation needs; maintain evaluation records; and plan evaluation of future programs.
  • Coordinates special projects and events as required, including exhibitions, staffing events and coordinating volunteers and staff.
  • Maintain contact information, schedule of meetings for the Community Action Network and MM staff.
  • Attends all mandatory department meetings/training.
  • Act as a tour guide for exhibitions as needed.
  • Performs all other Public Program administrative duties as assigned in a timely manner.

Administration:

  • Assist with preparing training materials for new exhibitions and oversee staff-wide exhibition and performing arts resource Google Drive folders.
  • Coordinate and schedule all training and shifts at the direction of department management of public programs staff and volunteers, including securing rooms and all necessary media.
  • Coordinate the public program department tour schedules, including guided group tours, K-12 partnership tours, college tours, and community programming working closely with Visitor Experience and Box Office on group scheduling and needs.
  • Complete group tour schedule for distribution to all museum and Lickety Split staff of visits and needs.
  • Order supplies and perform opening and closing procedures of Kidspace and Hunter Mezzanine and assists in maintaining cleanliness and function of Kidspace gallery as needed.
  • Coordinate the promotion, onboarding, scheduling, and evaluation of Camp Mass MoCA for all teaching artists, students, families, and staff as well as the Communications & Content, Visual Art, Performing Arts, and Advancement departments at Mass MoCA.
  • Coordinates artist schedules, travel, and housing.
  • Assist with grant administration including oversight of project details and implementation to ensure grant compliance, grant reporting.
  • Coordination of expenses and preparation of all programs for Finance; keeps track of and documents expenditures.
  • Coordinate contracts and payments for consultants, artists, and temporary hires.
  • Responds courteously and professionally to both phone calls and emails from patrons and other departments in a timely manner.
  • Maintains constituent records, including personal information, donation or membership records, and ticket records.
  • Provides high-quality customer service, remaining professional, personable, and engaging to all museum visitors.
  • Maintain all internal systems and suggest areas for improvement for the benefit of the department.
  • Ability to pivot administrative tasks in coordination with artist wishes or changing schedules.

Work Conditions :

  • This position requires ability to work a flexible schedule, with availability on weekends and holidays, and for events, programs, and festivals, including those after museum hours
  • The majority of the workday is spent indoors, but occasional special events, exhibitions, and/or festivals may require working outdoors and in inclement weather

Requirements

Requirements:

  • Extensive experience with Google Suite required, experience with Mac OS, Tessitura, Qualtrics, and web-based design applications, a plus.
  • Candidates must have experience working with diverse populations and evidence of a commitment to diversity, equity, access, and inclusion
  • Must have strong note taking and typing and word processing abilities
  • Strong organizational and time management skills, excellent attention to detail, ability to collate information unprompted, and ability to maintain confidentiality
  • Outgoing personality and enthusiastic to interact with visitors, artists, and colleagues
  • This role can primarily be performed while seated. This role routinely uses standard office equipment and desks and workspaces are able to accommodate a wheelchair.
  • Must be able to verbally communicate well with colleagues and guests.
  • We welcome applications from all ability types with the intention to discuss physical requirements.

Qualifications:

This is a full-time entry-level position. The ideal candidate will have a Bachelor’s degree or equivalent experience in education, art administration, art history, studio and contemporary art, or the performing arts and at least 1 year work experience in administration is preferred. The candidate should be extremely detail oriented, an effective communicator and have strong writing skills; can work independently, but also as a team player; has an outgoing, positive personality and a knack for connecting with people of many backgrounds. Committed to DEAI (diversity, equity, accessibility, inclusion) work and fostering a sense of belonging, dignity, and justice for all visitors.

This position requires strong organizational skills, interpersonal literacy, and time management. MASS MoCA strongly encourages employees to be up to date with their COVID-19 vaccinations.

As defined by the National Labor Relations Act, this position is part of the bargaining unit for UAW Local 2110.

Non-exempt. Minimum starting rate of $20.00/per hour.

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WHAT'S THE DIFFERENCE BETWEEN ARIVAL | ACTIVATE EDINBURGH AND ARIVAL 360 | VALENCIA AND WHICH SHOULD I ATTEND?

Since 2019, Arival has hosted one major event in Europe each year. For 2024-2025, we’re thrilled to offer two exciting events: Arival 360 | Valencia and Arival | Activate Edinburgh. Here’s a quick comparison to help you decide which event to attend—or why you might want to come to both:

Arival 360 | Valencia (28-30 April 2025)
  • Scope: Flagship European Event with a global reach; up to 30% of attendees from outside Europe, including the U.S., Middle East, LATAM, and APAC.
  • Audience: Experience creators, tech and distribution companies, and industry professionals from around the world.
  • Arival Theater Content: Global topics including: over-tourism and sustainability, technology, distribution, European consumer and operator trends.
  • Breakout Sessions: In-depth workshops on operational best practices, product expansion, AI, channel management, marketing tech, a Spain-specific track and an Innovation Showcase highlighting the most tech-savvy companies in our industry.
  • Networking: Connect with leading OTAs and distribution companies, and build valuable partnerships.
  • Location: Valencia, a stunning coastal city offering rich cultural experiences.
  • Attendees: Approximately 800, providing extensive networking opportunities.
Arival | Activate Edinburgh (23-25 November 2024)
  • Scope: Regional focus on the UK, Ireland, and the Nordic regions.
  • Audience: Operators and industry professionals from the region.
  • Content: Gain insights on regional topics like technology, distribution strategies, and hear from top regional tourism leaders.
  • Breakout Sessions: Experience hands-on learning at Edinburgh’s top attractions and tours, with sessions on visitor experience, digital journeys and innovative tour development. In-depth sessions for companies at the beginning of their digital journey and more advanced sessions for people and companies looking to elevate their experience.
  • Networking: With a more intimate setting. you’ll have more time to build deeper connections and create more meaningful interactions with your current and future partners including distributors, tech companies, DMOs and more.
  • Location: Edinburgh, known for its stunning architecture and historic charm
  • Attendees: Approximately 400, fostering an intimate peer-to-peer learning and networking environment.
Key Differences:
  • Global vs. Regional Focus: Valencia is a global event with an international audience, while Edinburgh is a regional event focused on the UK, Ireland, and Nordic regions.
  • Event Size: Valencia hosts about 800 attendees, providing broad networking opportunities, whereas Edinburgh’s 400 attendees create a more intimate, focused environment.
  • Content and Sessions: Valencia features global themes and advanced topics, whereas Edinburgh provides region-specific insights and hands-on experiential learning.
  • Location Experience: Valencia providing a coastal escape and Edinburgh offering historic and iconic attractions.
  • Who Will Be There: The most valuable part of Arival Events is the connections you make and the partnerships you build to grow your business. At Arival | Activate Edinburgh, you’ll engage with key industry players in the UK, Ireland, and Nordic regions. If your business focus is on these areas, Edinburgh is where you need to be. For those targeting broader European or global markets, Arival 360 | Valencia offers the ideal platform to network with international leaders and innovators. 
Why attend both?

With limited opportunities for business development, learning, and networking in our industry, attending both events is a strategic move. By participating in both Edinburgh and Valencia, you maximize your exposure to diverse markets and influential contacts. 

However, if budget constraints or a specific regional focus dictate your decisions, choose the event that best aligns with your primary business goals. Join us in Edinburgh for regional insights or Valencia for global perspectives—or better yet, attend both to fully leverage the potential of Arival’s expansive network.

For service providers such as a restech or ticketing platform, distribution company, or other services including marketing, AI tools, etc., attending both gives you access to attendees from both markets to connect with your current customers and to meet new ones!

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THE ARIVAL INSIDER PRO ACCESS MEMBERSHIP; YOU GET ALL THIS TO HELP YOU ADVANCE YOUR BUSINESS.

Included in Free Membership

Included in Arival Pro Membership

The Arival on-demand video library archive
Access to the entire library of over 150 video sessions and webinars

Arival.guides
Short, digestible research & trends reports delivering insights into our industry, such as The Tour Operator Outlook for 2021.

Arival.travel articles
Topical articles about marketing, tech, operator business and operator stories in all areas of tours, activities & attractions & experiences

Job board access
Find a job from our regular listings, post a resume to the talent network and learn strategies from the job resources articles

New webinars
Helpful, instructional sessions covering subjects such as Mastering Facebook Ads, Grow Your Business and How To Work With OTAs — topics to help advance your business.

Discounts on all Arival in-person events
20% Discount on all Arival in-person events (save up to $300)* based on business type

Arival ProShield – Insurance program
Access to tailored insurance solutions by Granite Insurance is available exclusively for Arival Insider Pro Access Members. Insider Pro Access Members also have access to a suite of resources from Granite Insurance including templates, forms and other informative documents.

Insiders Pro Access member exclusive webinars
Paid membership-only webinars to deepen your understanding of important industry topics.

Job postings & talent directory
Post jobs & connect with candidates most applicable to your business.

Private roundtables to connect, learn and engage
Small, focused and intimate discussions exclusive to Arival Insider Pro Access members.

Full access to Arival’s library of in-depth reports
Up to date, deep analysis of tourism topics ranging from Self-guided Tours to Sales & Distribution Trends and Outlooks, based on the data that defines the industry.

The latest on-demand videos
Over 350+ on-demand videos featuring hot topics in tours, activities & attractions

Insider discounts in digital marketing, tech, e-learning, and more
Save money on additional tools, services and learnings you need to run your business. Exclusive to paid members.

Membership Overview
ARIVAL CODE OF CONDUCT​
CONFERENCES AND COMMUNITY SPACES​

At Arival, we believe travel can make the world a better place. Our mission is to establish and inspire a diverse community of individuals and companies in the In-destination Industry by providing opportunities to gain insight, share knowledge and build connections. To make it possible for true collaboration, creativity, innovation, and idea exchange to thrive, we are committed to facilitating a welcoming and respectful community for all. This Conference Code of Conduct shares our community expectations and applies to all attendees, employees, exhibitors, speakers, sponsors, volunteers, and other participants at Arival- produced and sponsored events. We empower all participants in our community to actively engage in creating a friendly, inclusive and safe environment for all.

Arival’s core values include the following, and create an expectation for conduct at our events and in online community spaces:

We demonstrate a deep respect for human beings inside and outside our company and for the communities in which they live.
We value integrity and strive to consistently interact with others in ways that are authentic, ethical, and fair.
We are dedicated to transparency, committing to clear, open and honest communication.
We actively pursue and advocate for inclusion, diversity and representation of varying cultural backgrounds, perspectives and ideas

Arival welcomes people from all cultural backgrounds, and does not discriminate on the basis of race, color, creed, gender (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity, religion (including religious dress and grooming), marital status, domestic partner status, genetic information, age, national origin or ancestry, military or veteran status, sexual orientation, physical or mental disability, or any other basis protected by federal, state, or local laws.

Accordingly, participants must refrain from displaying any demeaning, harassing, aggressive, or intimidating behavior or materials that would interfere with others’ experience and participation in our community.

If you witness or are subjected to inappropriate or disruptive behavior or have any other concerns, notify an Arival staff member as soon as possible.

Inappropriate or disruptive behavior will not be tolerated. Arival reserves the right to refuse entry to or remove any party from any event or community space at any time when participation or behavior create a disruption or hinder the event or enjoyment of the event by other participants. All determinations are at the sole discretion of Arival, and the decision of the Arival team will be final. Severe breaches of this Conference Code of Conduct may result in disqualification from participating in future events. Individuals expelled due to violating this Conference Code of Conduct will not be eligible for a refund or other consolation.

If you have questions regarding this Conference Code of Conduct or its implementation, please contact us at [email protected].

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