Coordinator of Events and Dining

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Coordinator of Events and Dining facilitates the logistics and coordination of the museum’s facility rental and internal event reservations system and execution of event details in support of the Events and Dining department. This individual plays a key role in ensuring both the internal staff needs and the external client needs are accounted for in the museum space use system and that those needs are effectively communicated amongst the internal stakeholders group. The coordinator provides dedicated attention to the management of the space use system and the sharing of information to ensure the museum standards for hospitality and events are clearly executed through the collaborative relationship with the museum’s staff, third-party vendors, and partners.

Specifically, you will:

• Manage space use reservation system and internal calendar to ensure both the internal and external clients are considered and the business mix is met to achieve earned revenue goals from events.
• Oversee meeting room and event space requests and bookings by developing and maintaining reservation system inquiry request processes for internal staff bookings that captures all necessary information and allow for clear and accurate distribution of information to the internal stakeholders group.
• Manage external reservations in space use reservations system to compliment the sales process in support of the Director and Manager of Events and Dining by helping to keep record of contact information, contract and agreement forms, payment receipts, insurance compliance records, event memos and floorplans for each event.
• Provide general administrative support for the department including processing invoices, assisting with billing, ordering supplies, creating internal forms, drafting marketing content, and interactive work orders.
• Provide general database administrative oversight of the space use facility rental system while ensuring event software is set up and maintained properly. Will provide leadership around the best use scenarios for space use configuration and general maintenance to allow the museum to maximize its event opportunities and meet or exceed earned revenue targets.
• Manage the booking of entertainment for Museum-led events and activations in the public spaces. In addition, arrange photography requests as needed.
  Oversees the execution of weekly activations as it relates to visitor experience and entertainment.
• Provide general day-of event support for the Events and Dining department as needed to ensure a smooth and successful event experience for the client and attendee.
• Perform other duties as needed.

Your background and experience include:

• Proficiency in cloud-based software platforms and database administration.
• Excellent skills with process development and project management software platforms.
• Bachelor’s degree (or equivalent relevant experience), with focus in hospitality and/or foodservices management preferred.
• Excellent time management, organizational, communication, writing and interpersonal skills.
• Superb facilitation, collaboration, and negotiation skills.

Position and Compensation Details

• The starting rate for this position is $21.98
• This position is full-time, non-exempt, and 35 hours per week
• This position requires evening and weekend availability based on event schedule
• This position is part of the AFSCME Local 397 bargaining unit
• This position reports to Manager of Events and Dining
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data.
  • Able to move items up to 30 pounds
  • Able to remain stationary for up to seven hours
• COVID-19 vaccination required.
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum, and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees* including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.