Visual Arts Department Coordinator

Visual Arts Department Coordinator

The Visual Arts Department Coordinator provides administrative, operational, communications, and project support for the Pittsburgh Cultural Trust's Visual Arts department. Reporting to the Exhibitions Manager, this position supports departmental coordination, scheduling, documentation, budget tracking, contract and invoice processing, committee support, and cross-departmental communication to help ensure the smooth planning and execution of Visual Arts activities, exhibitions, public art initiatives, and related programming.

The position is expected to work approximately 20-25 hours per week. Hours of work are primarily weekdays, but may also require evenings (including the monthly Gallery Crawl) and some weekends.

Education:

Bachelor's degree or equivalent combination of education and relevant administrative, arts, nonprofit, or project coordination experience preferred.

Work Experience:

1–2 years' experience in administrative support, project coordination, nonprofit arts administration, or related work preferred.

Supervisory

Experience:

None required

Technical

Skills:

Strong working knowledge of Microsoft Office suite required. Ability to learn to use various programs as required of the role including Yooz, Paylocity, Right signature, etc.

Intangibles:
Strong attention to detail, high level of accuracy, and strong problem-solving skills. Self-starter who is organized, patient, and able to manage multiple tasks and priorities in a fast-paced environment. Professional communication skills, a collaborative approach, flexibility, and an interest in contemporary art, public art, and culture are important to success in this role.

• Coordinates artist and curator travel, including accommodations, transportation, itineraries, reimbursements, and related logistics
• Coordinates exhibition documentation, including scheduling photographers and videographers, managing image and video selections and approvals, and distributing final assets
• Manages exhibition asset delivery and supports review and editing of press materials, exhibition descriptions, and related communications
• Maintains organized exhibition files, image assets, checklists, credit information, and other project documentation
• Assists with tracking exhibition timelines, deliverables, approvals, and logistical needs to support successful completion of Visual Arts priorities
• Processes W-9s, invoices, check requests, reimbursements, and expense coding for artists, vendors, contractors, and department activities
• Manages department purchasing and tracks related expenses, including Amazon purchases, credit card statements, and other assigned spending
• Tracks annual program budgets and assists with monitoring program-related expenses, invoices, and payments
• Maintains department meeting minutes, internal documentation, records, files, contact lists, checklists, and project materials
• Coordinates other administrative needs at the direction of department leadership for artists, visitors, partners, and department needs
• Liaises with Marketing and Communications staff to submit, route, proof, and update Visual Arts web content, print materials, and promotional information
• Working closely with the Communications Department, coordinates press needs, promotional materials, interview requests, and related information with Trust leadership, artists, and external stakeholders
• Coordinates with Design and Web Marketing teams on Gallery Crawl materials, timelines, approvals, and final asset delivery
• Helps ensure accuracy and consistency of Visual Arts information across print, online, internal, and external materials
• Supports planning, coordination, and general administration of Gallery Crawl and other Visual Arts programs and events
• Coordinates or supports the coordination of volunteers, community partners, participating venues, schedules, and related event logistics
• Manages event needs with internal teams, including load-in and load-out schedules, A/V needs, RAMP service, gallery attendants, and other staffing or operational requirements
• Supports donor engagement, gallery hosting, artist and guest hospitality, and other…