Strategic Operations Coordinator, Public Programs and Community Engagement

Job Description:

Position Title: Strategic Operations Coordinator, Public Programs and Community Engagement 

Position Type: Full-Time  

FLSA Classification: Non-Exempt 

Division: Public Programs

Department: Learning & Engagement

Reports to:  Director of Strategic Operations

About Crystal Bridges & The Momentary:

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities. Founded by Alice Walton in 2005, the museum opened in 2011 and is a public, non-profit charitable organization with free admission.

The Momentary is a venue for the music, art, and food of our time, and a catalyst for creativity and economic vitality. An extension to Crystal Bridges, the Momentary is a ‘living room’ where community gathers to be inspired, connected, and joyful.

Position Summary:

The Strategic Operations Coordinator is the ideal role for an individual who enjoys collaborative work with others in a fast-paced environment. The Strategic Operations Coordinator is responsible for coordinating large-scale projects and events across the division, identifying, and recommending solutions to operational and administrative process improvements and serving as a liaison with other divisions within the institution regarding the support of Learning and Engagement programs. Colleagues will rely on this individual for quick answers and dynamic decision making.

In addition, this person works collaboratively with the Strategic Operations Manager and the Director of Strategic Operations across the program areas of the Learning and Engagement division to ensure the efficiency of shared systems and operations. 

Principal Responsibilities:

• Coordinates the day-to-day operations and administration of assigned program areas within the Learning and Engagement division and provides proactive support to the Strategic Operations Manager 

• In collaboration with the Strategic Operations Manager, serves as an advisor and expert on administrative and operational matters across the division 

• Works in partnership with program staff to plan, organize, and facilitate programs 

• Coordinates implementation and maintenance, in collaboration with the Strategic Operations Manager, of project management tools, templates and systems across the division 

• Observes, reviews, and analyzes processes to identify inefficiencies and improvements to be made 

• Serves as project manager for large-scale projects and events across the Learning and Engagement division or various special projects from the office of the Chief Learning and Engagement Officer 

• Works in partnership with program staff to ensure all event-related information is obtained, all policies and procedures are followed, event timelines are accurate and followed, and all information regarding set-up, audio/visual, and staffing needs are communicated 

• Gathers, develops, furnishes, and maintains accurate data, records, and files of departmental programs, activities, and operational expenses to, reporting, and budget preparations 

• Assists the Strategic Operations Manager in creating and monitoring budget plans and proactively finds ways to reduce costs 

• Monitors ticket sales, attendance reports, financial statements, and other performance data to gauge impact and productivity 

• Liaises with other departments including Finance, Advancement, Communications and Special Events to ensure the delivery of Learning and Engagement programs are supported 

• Coordinates assembly and distribution of art kits, tote bags and other packaged items 

• Provides on-site event support for large programs and as needed for others, which may include nights and weekends.

Additional Responsibilities:

• Special projects as assigned 
• Website and Printing needs oversite for Community Engagement and Public Programs

Qualifications and Skills:

• Bachelor’s degree in Business Administration, Arts Administration, or a related field 

• 2-3 years of work experience coordinating or leading programs, projects, or planning large-scale events 

• A good sense of humor and a calm demeanor under pressure 

• Great at writing for clarity 

• Operations and systems mind-set 

• Excellent customer service skills 

• Problem solver 

• Collaborate effectively with other department staff 

• Proven experience working with finance, accounting, data visualization, project management and relationship management systems including but not limited to Powerplan, Tessitura, Tableau, Asana, Smartsheet, WordPress, Momentous, and Microsoft Teams 
• Project management experience preferred 
• Organizational and operational experience preferred 

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: Regularly, while performing the duties of this job, the employee is required to travel independently regionally and in communities served. In the work environment described below, position requires working at a desk and utilizing a computer and a telephone, good eye/hand coordination, bending and stretching, standing and sitting in the ability to move around galleries, the classrooms, and throughout the museum, including travel on the outdoor trails. Visual acuity to review written materials is required for this job. 

• Work environment: Work will be performed in an office environment, museum galleries, art studios, outdoors on the trails, and in communities served. Some evening and weekend hours are required. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the Museum work environment is usually low to moderate.