Artistic Programs Coordinator

Description

Core Responsibilities 

• Summer Series Speakers and Visiting Artist Programs: Coordinate the logistics of annual Summer Series and year-round Visiting Artist Programs. Responsibilities include coordinating engagement agreements and travel logistics, communicating with artists, and organizing presentation materials and assets. Serve as the primary liaison for participating artists and curators throughout their visits, providing personalized hospitality and on-site support during related events. Work closely with internal departments to ensure a positive experience for artists, presenters, and attendees.
• Outdoor Sculpture Exhibition: Assist with all aspects of the annual Outdoor Sculpture Exhibition, including issuing invitations, confirming participating artists and artworks, preparing consignment and loan agreements, coordinating insurance coverage, and organizing shipping, delivery, installation, and removal of artworks.
• Silent Auction and Auctionettes: Work with the Artistic Projects Manager to coordinate the annual Silent Auction and weekly summer Auctionettes. Responsibilities include soliciting artwork donations, coordinating framing and installation, and managing 150+ Silent Auction works through ArtLogic cataloguing and preparation of bidding materials. Prepare selected artworks, artist biographies, and supporting materials for weekly Auctionettes.
• Gallery Coordination: Work closely with Artistic Projects Manager to install and deinstall gallery exhibitions. Responsibilities include coordinating artwork shipping and packing, cataloguing works in ArtLogic, preparing and printing exhibition materials, facilitating communication with artists and/or galleries, and creating and distributing agreements. Collaborate with teams on exhibition receptions and other programming taking place in the gallery.
• Art Fairs: Assist with organizing and executing Anderson Ranch’s participation in art fairs in coordination with the Artistic Project Manager and Artistic Directors. Support artwork framing, transportation, and installation to ensure a compelling presentation of the Ranch’s work. Track sales and client inquiries, and attend fairs as a representative of Anderson Ranch.
• Artists-in-Residence Program Logistics: Provide administrative and logistical support for the Artists-in-Residence Program, including preparing and distributing communications to selected residents regarding program details, schedules, policies, and expectations; collecting and tracking residency fees and deposits; and coordinating required pre-arrival forms and waivers. 
• Special Projects, Events, and Miscellaneous: Assist in the coordination of and other special artistic programs, like bespoke workshops and events. Maintain accurate and up-to-date information in ArtLogic, Raiser’s Edge and other departmental systems. Serve as a key liaison between the Artistic Department and other departments across the Ranch.

Requirements

Expected Skills & Qualifications:  

• Excellent verbal and written communication skills
• Exceptional organizational skills and attention to detail
• Ability to prioritize and manage multiple projects and deadlines
• Strong customer service skills and a welcoming, professional demeanor
• Flexibility, initiative, sound judgment, and a proactive approach to problem-solving
• Ability to handle confidential and sensitive information with discretion 
• Proficiency with Microsoft Office Suite and Google Workspace
• Experience with or ability to learn arts administration databases, including ArtLogic and Raiser’s Edge
• Flexibility to work occasional evenings and weekends, as needed

Education and Experience: 

• College degree or equivalent work experience.
• 1-3 years experience in arts administration and/or art galleries a plus

Physical Requirements:

• Work that includes moving objects up to 40 pounds. 
• The employee frequently is required to stand, walk, and reach with hands and arms. 
• Typical physical tasks include reaching, standing, sitting, typing, talking, crouching, kneeling, seeing, and hearing.
• Typical tasks as required to actively navigate art studios/facilities in a historic building space with uneven surfaces, stairs, gravel walkways, etc.