Job Description

Special Events Coordinator

To further our mission, The Hampton University Museum requires a highly collaborative Special Events Coordinator. The person who fills this role will be a key member of a creative team and will work closely with the Director to plan, organize, and execute events for the Museum. In addition to the responsibilities listed below, the Special Events Coordinator will have the opportunity and will be expected to participate in all aspects of the expansion of our borders through outreach and digitization. The Special Events Coordinator works both independently and collaboratively to ensure that museum is fulfilling its mission and providing an exceptional experience for both our students and community patrons. This role is central to growing the museum's financial base through revenue-generating events, exhibition openings, development events, assistance with our Membership Program and other activities that have hospitality and other logistics needs. The Special Events Coordinator works across departments to support these activities and is a direct report to the Director.

This is a grant-funded position. Continuation of the position is contingent upon the continuation of related grant funding.

Examples Of Duties

Work cooperatively with others and accept direction from supervisor; communicate with museum vendors, patrons, consultants, artists and educators.

• Manage all special events (during business hours and after hours)
• Collaborate with Visitor Services and the Curatorial team with any and all events
• Develop new events – festivals, performances to generate revenue
• Manage rental spaces within the Museum
• Collaborate with Digital Outreach Coordinator and Curatorial team to market events
• Manage exhibition marketing, contact security, operations, send invitations, communicates specific event details Museum-wide, organize vendor arrival and set up, and oversees check-in.
• Manage the invitation process
• Assist with Museum fundraisers. Offer fundraising support to the Director
• Work with the director and Curatorial Team to develop long-term process improvements for the department.
• Expected to participate in grant writing and fund raising.
• Performs any other duties as assigned

Typical Qualifications

• Event Planning and Management- prioritizing multiple tasks to meet deadlines
• Budget and compliance
• Problem Solving – ability to work under pressure
• Familiar with the museum field
• Must be able to communicate effectively orally and in writing
• Demonstration of creativity and initiative
• Ensure a positive and memorable experience for our visitors and vendors
• Experience writing grants and seeking funding for non-profits.
• Proficiency in operating Microsoft Office Suite and ability to quickly learn new programs
• Willingness to work independently and as a team
• Ability to work after hours to include Saturdays and Sundays when needed
• Ability to lift/carry a minimum of 25 lbs.

Supplemental Information

Undergraduate degree in Art, Marketing, Organizational skills. Three to five years working full-time in a museum or over 20 hours a week part-time.

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