Gallery Coordinator - Full-Time

Saint Louis Art Museum • St. Louis, MO

5d • $23 - $28

About The Position

Summary: Create, manage, and maintain complex schedules for all Gallery staff (75+ staff members), communicate time-sensitive information to Gallery staff, and assist in departmental management.
Essential Duties and Responsibilities:
Scheduling:
Create, manage, and maintain Gallery work schedules for daily operations, special event staffing, early access groups, and escorts for contract companies, ensuring all staffing needs are met.
Accommodate time off requests while maintaining proper coverage .
Ensure ADA restrictions that affect post assignments and hour requirements are met.
Revise schedules frequently based on evolving Museum and staffing needs.
Ensure equitable assignments and rotations for all staff, tracking up to 20 posts daily.
Assign posts requiring special training to qualified staff only.
Effectively communicate all schedules and changes to staff on a timely basis.
Determine proper staffing levels for events and escorts as well as manage event sign-ups online.
Update the official schedule across two separate systems.
Monitor part-time Gallery staff hours to ensure weekly maximums are not exceeded.
Stay up to date on upcoming events to ensure proper staffing despite shifting start/end times and location changes.
Communications:
Maintain ongoing communication with staff regarding:
Open event sign-ups
Canceled events
Daily regular and event schedules (including call-in adjustments)
Garage parking availability for staff
Gather and coordinate information from other departments to provide accurate, up-to-date operational information to Gallery Attendants and Supervisors.
Share pertinent information with Gallery Manager, Gallery Supervisors and Leads, and Human Resources (e.g., resignation notices and leave requests).
Department management:
Evaluate gallery staffing needs for future special events and contract companies.
Make recommendations to Gallery Manager.
Make suggestions to Gallery Manager regarding needs of employees, the Department and the Museum.
Prepare Gallery staff and the Museum for daily operations by:
Providing oral and written instructions
Performing gallery checks prior to opening
Unlocking necessary doors
Turning on required lighting
Announcing the Museum opening
Perform closing procedures when required to ensure:
The Museum is clear of visitors
All entrances and exits are secured
Assist in coordinating the development and implementation of training for Gallery staff, including policies, procedures, and techniques.
Assist with recruitment and onboarding of new Gallery staff, including:
Resume review
Conducting interviews
Making hiring recommendations
Notify Gallery Manager or Supervisors of observed policy violations.
Act as Gallery Supervisor when necessary and meet with visitors to resolve conflicts.
Perform other duties as assigned.

Requirements

• High School diploma required.
• Must be proficient with Microsoft Office and have an aptitude for learning and using business software.
• Must possess strong organizational skills, be detail-oriented, and demonstrate effective interpersonal communication.
• Attendance must be reliable and punctual.
• Must be able to act as a supervisor when needed and work flexible schedules and hours, including overtime, holidays, weekends, and evening events.

Nice To Haves

• College, supervisory and gallery experience preferred.
• Experience in scheduling a large number of staff is preferred.
• Knowledge of security principles, fire prevention, job safety and first aid is helpful.

Responsibilities

• Create, manage, and maintain Gallery work schedules for daily operations, special event staffing, early access groups, and escorts for contract companies, ensuring all staffing needs are met.
• Accommodate time off requests while maintaining proper coverage .
• Ensure ADA restrictions that affect post assignments and hour requirements are met.
• Revise schedules frequently based on evolving Museum and staffing needs.
• Ensure equitable assignments and rotations for all staff, tracking up to 20 posts daily.
• Assign posts requiring special training to qualified staff only.
• Effectively communicate all schedules and changes to staff on a timely basis.
• Determine proper staffing levels for events and escorts as well as manage event sign-ups online.
• Update the official schedule across two separate systems.
• Monitor part-time Gallery staff hours to ensure weekly maximums are not exceeded.
• Stay up to date on upcoming events to ensure proper staffing despite shifting start/end times and location changes.
• Maintain ongoing communication with staff regarding: Open event sign-ups, Canceled events, Daily regular and event schedules (including call-in adjustments), Garage parking availability for staff
• Gather and coordinate information from other departments to provide accurate, up-to-date operational information to Gallery Attendants and Supervisors.
• Share pertinent information with Gallery Manager, Gallery Supervisors and Leads, and Human Resources (e.g., resignation notices and leave requests).
• Evaluate gallery staffing needs for future special events and contract companies.
• Make recommendations to Gallery Manager.
• Make suggestions to Gallery Manager regarding needs of employees, the Department and the Museum.
• Prepare Gallery staff and the Museum for daily operations by: Providing oral and written instructions, Performing gallery checks prior to opening, Unlocking necessary doors, Turning on required lighting, Announcing the Museum opening
• Perform closing procedures when required to ensure: The Museum is clear of visitors, All entrances and exits are secured
• Assist in coordinating the development and implementation of training for Gallery staff, including policies, procedures, and techniques.
• Assist with recruitment and onboarding of new Gallery staff, including: Resume review, Conducting interviews, Making hiring recommendations
• Notify Gallery Manager or Supervisors of observed policy violations.
• Act as Gallery Supervisor when necessary and meet with visitors to resolve conflicts.
• Perform other duties as assigned.

Benefits

• The Saint Louis Art Museum offers a comprehensive benefits program that includes Medical, Dental, and Vision coverages with various plan designs to choose.
• HSA and FSA benefits are also offered with applicable plans.
• Medical premium reductions are available through participation in the Museum’s award-winning wellness program that features fun staff events such as “bike to work” days, paddleboat days in Forest Park, 5K runs, and onsite yoga in the beautiful, spacious galleries.
• PTO, Sick, Bereavement Leave and paid Holidays apply.
• Museum-paid LTD, STD, Life and AD&D insurance is included as well as access to a robust Employee Assistance Program.
• Unlimited EAP 24/7 counseling services and a plethora of resources available on the topics of financial wellbeing, parenting, stress management and more are available.
• Saint Louis Art Museum full-time employees are also part of the City of Saint Louis’ Employee Retirement System pension.
• Additionally, the Museum offers supplemental retirement 403b, and Roth options as well as supplemental Life, AD&D, and Critical Illness coverage.
• Additional benefits include pet insurance, LegalShield & ID Shield, educational assistance, discounts to local ticketed events, an included Museum membership with discounts to our lovely Museum shop and restaurants, free event tickets, and staff event opportunities to experience exhibitions privately, including art installation educational sessions with Museum curatorial staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED