Department Manager at The Museum of Modern Art

Job Title: Department Manager

Job Status: Full-time

Location: New York, NY

Salary: $65,000 – $85,000

About the job

The Museum of Modern Art is currently accepting applications for a Department Manager who will provide administrative, financial, and operational support to the Chief of Archives, Library, and Research Collections, the Library Council Editor, staff of both the Archives and Library departments, and research patrons. Serves as Financial Manager for departmental operating budget and 20+ distinct funds/endowments. Builds effective relationships with key partners in Development/External Affairs, Finance, Accounting, Human Resources, General Counsel, and Curatorial and serves as liaison regarding all interdepartmental activity.

Additional Responsibilities Include

  • Works with Chief of Archives, Library, and Research Collections on annual budget preparation, processes accounts payable and receivable, submits monthly credit card reconciliations (for ~6 cards, including for all library acquisitions), and authorizes and monitors departmental spending for both departments.
  • Plans and organizes meetings and events for the department and communications and events for constituent groups, including Trustee Committee on Archives, Library, and Research and affiliate group the Library Council.
  • Processes, tracks, and acknowledges dues payments for the Trustee Committee and the Library Council, as well as gifts and grants for specific projects for both departments.
  • Works with Library Council editor on the production, marketing communications, inventory management, and dissemination of yearly artist’s book project, including working with international artists, vendors, and art fairs, and the coordination of contracts, travel, international shipping, promotional mailings and events.
  • Manages initial logistics for new and temporary staff (with HR, IT, and Payroll), processes weekly time sheets and monthly and quarterly consultant invoices and reimbursements, tracks and records staff attendance on a weekly basis, distributes paychecks, monitors payroll charges and vacation accrual for accuracy and responds to related individual employee inquires.
  • Oversees maintenance of physical plant via working with Security and Operations, and relations with outside service vendors.
  • Researches and procures office, archival, and other department-specific supplies for both departments, in both Queens and Manhattan, and tracks purchases/spending against budget.
  • Serves as liaison to Information Technology department.
  • Provides administrative support for archival research functions, including fact checking, drafting letters, logging, pulling materials (one day per week), filing General Counsel documents in the Archives collection, and scheduling appointments.
  • Manages shipping and courier logistics for both departments, including gift/accessions pick-up from donors, internal transfers, items in/out for transcription.
  • Maintains records (paper and electronic) pertaining to operations and accounting for both departments, Trustee Committee, Library Council, and Library Council publications according to Records Management procedures.
  • Manages incoming and outgoing mail (including Library acquisitions and internal/external donations) and distributes to staff and/or packs and redirects according to current workflow.
  • Performs any other related administrative support duties.

Requirements

  • Bachelor’s degree, preferably in business or arts administration, and five or more years relevant experience in museum or gallery administration or equivalent. Major or minimum of 16 credits in art history, background in history of modern art desirable.
  • Strong written and interpersonal skills.
  • High level of diplomacy, accountability, judgment, and discretion.
  • Strong attention to detail.
  • Ability to act confidentially and provide effective communication in dealing with ALR Committee members and donors.
  • Management and accounting skills and supervisory experience.
  • Demonstrated project management and problem-solving skills.
  • Strong understanding of both macro and micro views of budget management.
  • Strong Excel skills and experience with People Soft and Salesforce.
  • Skilled at process development and analysis of systems.
  • Fully vaccinated with a Centers for Disease Control and Prevention and/or the World Health Organization authorized vaccine (or approved for an exemption as a reasonable accommodation due to a qualified disability or sincerely held religious belief or other legal basis).

Reports to: Chief Archives, Library, and Research Collections.

Salary range: Minimum of $65,000 to a maximum of $85,000 per annum

Application instructions: To apply, please visit MoMA Jobs. Applicants should submit a resume and a statement of interest

.Equal Employment Opportunity Policy Statement: 

Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the Museum, where employment is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, age, national origin, disability, pregnancy, genetic information, military or veteran status, sexual orientation, gender, gender identity or expression, marital and civil partnership/union status, alienage or citizenship status, creed, genetic predisposition or carrier status, unemployment status, familial status, domestic violence, sexual violence or stalking victim status, caregiver status, arrest or conviction record to the extent required by applicable law, credit history, or any other protected category as established by applicable law, including the New York City Human Rights Law (“NYCHRL”).