Office and Events Coordinator

Job Description Summary The Hilbert Museum Office and Events Coordinator provides general office clerical and administrative support and visitor services coordination and is responsible for the coordination and support for events held at or planned by the museum. This is a full-time staff position that supports the Museum Director, Registrar, and Associate Director of Museum Operations.Note that the required office hours are 8am-5pm WED-SUN. Nights and weekends are needed at times in support of events and visitor services. This is an in-person, non-hybrid position. The Office and Events Coordinator will also maintain regular work hours during university holidays and breaks (i.e., winter holiday break and Spring Break), when the Hilbert Museum remains open to the public. Responsibilities Event and Volunteer Coordination

• Assist the Director and other museum staff in coordination and oversight of events planned by the museum and liaise with other university units holding events at the museum. This can include oversight of mailing lists, invitations, mailings, reservations, payment tracking, arrangement and scheduling of catering and related services, creation and preparation of collateral, etc.
• Assist the Associate Director of Museum Operations to schedule calendar items and meetings and coordinate logistics for equipment, catering, room guests, etc.
• Coordinate Museum special events, liaising with campus event planners and the Ticketing Office, Facilities, caterers, maintaining event records, and assisting with planning and / or coordination as needed.
• Coordinate event logistics including volunteer scheduling (in collaboration with Museum Assistant), creating timelines and checklists.
• Assist in stewardship protocols : sending notes to donors and sponsors, thank you notes to volunteers, sharing photos with campus collaborators, etc.
• Schedule group visits to the Museum and keep staff updated on upcoming tours.

Visitor Services and Museum Operations

Administrative Support

Other Duties as Assigned Required Qualifications

Desired Qualifications