Gallery Coordinator

The Gallery Coordinator provides administrative, operational, and communications support for the Fisk University Galleries. Serving as the central coordination point for the department, the Coordinator assists the Director, Collections Manager, Archivist, and student staff to ensure efficient communication, organized workflows, and timely completion of projects. This position manages administrative processes, procurement, scheduling, and routine communications while supporting visitor engagement and departmental outreach. The Coordinator also supervises student workers and helps maintain daily operational readiness for the galleries. The role is essential to the effective operation of the galleries as an academic resource and cultural hub serving students, faculty, researchers, alumni, and the broader community.ESSENTIAL FUNCTIONSAdministrative & Operational Support• Provide administrative support to the Director, including calendar coordination, scheduling, and document preparation.• Process and track requisitions, purchase requests, invoices, vendor forms, and procurement workflows.• Maintain organized records related to departmental purchases, supplies, and vendor communications.• Coordinate general departmental scheduling and assist with tracking operational deadlines.Departmental Coordination• Serve as the primary administrative liaison among galleries, collections, and archives staff.• Route communications, tasks, and information among staff, students, vendors, consultants, and campus offices.• Coordinate with university offices including Procurement, Facilities, Advancement, HR, IT, and Finance as needed.• Track ongoing projects and assist with follow-up on action items.Student Worker Coordination• Assist with assigning student workers to areas of need across the department.• Maintain student schedules, timesheets, and task assignments.• Provide day-to-day oversight of student workflow and ensure timely completion of assigned tasks.Visitor Experience & Front-of-House Support• Serve as a welcoming point of contact for visitors, researchers, and campus groups.• Provide general information about exhibitions, gallery policies, and university arts resources.• Assist with tours or brief exhibition introductions when appropriate.• Respond to inquiries by phone, email, and in person.Communications & Outreach Support• Draft routine communications, announcements, and departmental updates.• Assist with maintaining the galleries' website and basic social media updates.• Coordinate scheduling for tours, meetings, and gallery access requests.General Gallery Support• Assist with preparation of materials related to exhibitions and departmental projects.• Maintain departmental filing systems and office organization.• Support daily operational readiness of gallery spaces and administrative areas.SECONDARY FUNCTIONS• Assist with administrative components of grant documentation and reporting.• Represent the galleries at university events or community programs as needed.• Support special projects and departmental initiatives as assigned.KNOWLEDGE, SKILLS & ABILITIESRequired• Strong organizational and administrative coordination skills• Excellent communication and interpersonal abilities• Ability to manage multiple tasks and shifting priorities• Proficiency in Microsoft OfficePreferred• Experience in museums, galleries, cultural organizations, or higher education• Familiarity with public programming or event logistics• Basic knowledge of website updates or digital platforms• Experience working with student employeesEducation: Bachelor's degree required. Preferred fields include Fine Arts, Art History, Arts Administration, Museum Studies, Humanities, or related disciplines.Experience: 2-3 years of experience in administrative support, operations, arts administration, visitor services, or higher education environments.Additional Requirements: Successful completion of background check; official transcript and three professional references required.PHYSICAL DEMANDSAbility to sit, stand, walk, communicate clearly, and occasionally lift up to 20 lbs. Requires visual acuity for computer work and reading documents.WORK ENVIRONMENTOffice and gallery environments with moderate noise levels. Occasional evening or weekend hours may be required for events or gallery programs.

Created: 2026-04-02