Overview
The Museum of Modern Art is currently accepting applications for Department Coordinator who will provide administrative support to both the Investment Office and as required, the Office of the Chief Operating Officer, including managing office workflow, handling correspondence, calendar management, data compilation, and records control. Understands departmental goals, standards, policies and procedures, which includes gaining familiarity with other Museum departments. MoMA’s administrative staff is currently working a hybrid schedule of three days in the office, two days remote subject to change.
Additional responsibilities include:
- Monitors the general email inbox maintained by the Investment office which receives investment statements, manager reports and other correspondence. Electronically archives such material on both internal drives and an external cloud-based archive site. Downloads additional material from various 3rd party data sites. Forwards such statements and correspondence to appropriate team members
- Responds to investment manager notices which require the Investment office to transfer funds. Updates and circulates memo templates that document such fund transfers. Records and tracks such fund transfers on internal excel files, Google-drive based spreadsheets and other databases.
- Monitors 3rd party brokerage sites used by the Investment office, and records the details of stock donations on Google-drive based spreadsheets.
- Assists the Office of the COO with administrative or other tasks as appropriate.
- Liaises with members of the Finance, Accounting and Development teams as necessary.
- Helps to prepare information packages for internal use as well as for Investment Committee meetings.
- Maintains and updates logon and password files.
- Responds to and tracks invoices from service providers.
- Conducts periodic news runs/research projects.
- Schedules meetings, as necessary.
- Greets office visitors.
- Helps maintain office operations with respect to publication subscriptions, vendor payments, supplies, travel reservations and related matters.
- Takes minutes on committee meetings.
- Performs any other duties reasonably related to the functions described above.
Requirements:
- Bachelor’s degree and at least three years related administrative experience or equivalent.
- Strong quantitative, organizational and multi-tasking skills.
- Strong attention to detail.
- A responsive, concise and efficient communication style.
- A proactive attitude.
- Familiarity with Excel, Google docs and PowerPoint (advanced skills not required).
- Experience with FinancialForce preferred.
- Ability to work independently, meet deadlines, and coordinate multiple projects simultaneously with tact and diplomacy.
- Comfort performing a variety of tasks, with minimal supervision, while exercising a high level of discretion and initiative.
- Professional and friendly demeanor to effectively work/interact with employees at all levels within the organization.
- 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: Investment Office and Chief Operating Officer staff
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”).