The Museum of Modern Art is hiring: Department Manager, Archives, Library, and R

Department Manager, Archives, Library, and Research Collections

Job Category: Management

Requisition Number: DEPAR002120

Posted: January 30, 2025

Location: Cullman Edu and Research, 4 West 54th Street, New York, NY 10019, USA

The Museum of Modern Art is currently accepting applications for a Department Manager to provide administrative, financial, and operational support to the Chief of Archives, Library, and Research Collections (ALRC), staff of the ALRC department, and research patrons. The incumbent also serves as Financial Manager for departmental operating budget and 20+ distinct funds/endowments. Builds effective relationships with key partners in Development/External Affairs, Finance, Accounting, Human Resources, General Counsel, and Curatorial, as well as Trustee Committee and donors, and serves as liaison regarding all interdepartmental activity.

Additional responsibilities include:

• Participates in strategic planning for the department and coordinates information and weekly meetings with the Chief of Archives, Library, and Research Collections and Head positions.
• Works with Chief on annual budget preparation, processes accounts payable and receivable using Certinia and Navan software, submits monthly credit card reconciliations, and authorizes and monitors departmental spending including for all library acquisitions.
• Oversees and executes Trustee Committee meeting preparation, including all logistics for the meeting and the preparation and distribution of all documents. Drafts the confidential minutes of the meetings.
• Processes, tracks, and acknowledges dues payments for the Trustee Committee, as well as grants for specific projects and individual gifts.
• Maintains up-to-date inventory of Library Council artist’s book project, tracking current market value of each of the projects.
• Plans and organizes three to five public events for the department annually, overseeing facilities preparations, creating invitations, managing RSVP lists, and organizing staffing, A/V tech support, and catering.
• Prepares agenda and runs regular department meetings in conjunction with the Chief.
• Maintains departmental personnel records, job descriptions, and confidential salary information. Advises Chief of performance issues.
• Disseminates information regarding new policies and procedures to departmental staff.
• Manages initial logistics for new and temporary staff (with HR, IT, and Payroll). Assists in training and orientation of new staff, including interns and fellows.
• Processes weekly time sheets and periodic confidential consultant invoices and reimbursements.
• Processes confidential contracts for consulting services or deeds of gift for acquisitions.
• Oversees maintenance of physical plant in multiple locations via working with Operations and Security.
• Researches and procures office, archival, and other department-specific supplies, and tracks purchases against budget.
• Serves as liaison to Information Technology department.
• Manages shipping and courier logistics, including gift/accessions pick-up from donors.
• Maintains records pertaining to operations and accounting for the department.
• Manages incoming and outgoing mail and distributes to staff.
• Assists Chief in all areas, including general inquiries and correspondence.
• Performs any other duties reasonably related to the functions described above.

Reports to: Chief Archives, Library, and Research Collections

Requirements:

• Bachelor’s degree, preferably in business or arts administration, and five or more years relevant experience in museum or gallery administration or equivalent.
• Excellent communication skills; strong written and interpersonal skills.
• High level of diplomacy, accountability, judgment, and discretion.
• Strong attention to detail.
• Ability to act confidentially and provide effective communication.
• Management and accounting skills and supervisory experience.
• Demonstrated project management and problem-solving skills.
• Strong understanding of budget management.
• Strong Excel skills and experience with People Soft and Salesforce.
• Skilled at process development and analysis of systems.

Salary range: Minimum of $73,000 to maximum of $85,000 per annum

Application instructions: To apply, please visit MoMA Jobs. Applicants should submit a resume and a statement of interest. Applications without cover letters will not be considered.

Application deadline: Applications will be reviewed on a rolling basis, with a deadline of February 23, 2025.

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.