Coordinates and oversees all facility rentals at the Harn Museum of Art. Develops and implements external rental program of the Harn Museum. In collaboration with the Director of Finance and Operations, develops and implements rental policies and procedures consistent with the care of the collection and the facility and the safety of staff and visitors. Responds to rental inquiries, fielding all incoming calls, questions and requests regarding the facility rental and showing facility rental space to potential clients. Assists clients with event planning and implementation that complies with established Harn Museum policies. Develops and administers rental contracts, event liability insurance policies, catering licenses, associated correspondence and other related documents, maintaining confidentiality of client and Harn information at all times. Substantiates, maintains and establishes fee schedules and coordinates billing and collection of fees with the Coordinator of Accounting. In collaboration with the Facility Coordinator, establishes appropriate setups and custodial service to meet the needs of events. In collaboration with the Security Supervisor, establishes work schedules for security staff that facilitates successful rentals. Acts as liaison between rental clients and Harn Museum. Manages facility use of internal program events and museum rentals by University of Florida groups. Schedules space use and publishes accurate internal space use calendars. Manages established facilities use policies with regard to scheduling, equipment, food service and security considerations. In collaboration with the Museum Director and Director of Finance and Operations, establishes and implements policies to meet changing needs and circumstances. Assists with design of event setup requests and coordinates setups/break downs with facility coordinator or designated personnel to ensure events are safe and executed according to risk management and fire/life safety codes. Maintains inventory of the Harn Museum hospitality-related equipment and supplies. Coordinates A/V support requirements with the Director of Museum Technology.
Develops strategies and implements short- and long-range plans to strategically advance the financial affairs of the Harn Museum with respect to creating a consistent income stream that supports the Harn Museum. Constantly reviews processes, promoting efficiency and coordination with the finance office, eliminating unnecessary paperwork and streamlining activities. In collaboration with the Marketing and Public Relations Department, actively markets the Harn Museum as a venue for events, developing a variety of opportunities to promote the Harn Museum and the museum rental program. Develops and implements an outreach program to reach new clients and encourage repeat business from established clients. Creates and maintains client database. Supports the museum by assisting with institution-wide evaluation programs, including visitor experience, exhibits, public programs and research services. Collects client data to include, but not limited to, how a client heard about the program, whether they are first time or repeat renters, why they chose the Harn, do they intend to return, etc. Collects data on competitors in the area, market data, etc., for analysis purposes to determine appropriate pricing and return on investment. In collaboration with the Director of Finance and Operations, develops a business and strategic plan for the rental program addressing both long- and short term goals, annual budgets, etc. Collaborates with university, local and regional organizations developing opportunities to expand the Harn’s customer base and increase revenues.
In collaboration with the Harn Security Supervisor, plans and schedules sufficient staffing for all events ensuring the safety of the collection and museum guests. Supervises all rental and hospitality staff during events. In collaboration with the Human Resource Manager, recruits, hires, trains and evaluates paid and unpaid rental staff in museum policies and procedures, customer service, disaster preparedness, etc.
Institutional Leadership and Interaction
Works cooperatively and productively with other divisions to fulfill the institution’s goals and objectives. Completes work in a timely and professional manner. Establishes strategic methodology to streamline business processes that will promote museum goals, supporting exhibitions and museum programs both efficiently and effectively. Keeps privileged information confidential and represents the museum in professional circles and to the public in a manner which shall at all times enhance the prestige and credibility of the institution.
Attends professional meetings when feasible and appropriate. Attends training sessions to increase knowledge and skills, with special emphasis on business plans, marketing strategies and museum best practices. Actively participates in conferences on local, state, regional and state levels, establishing a presence in organizations by sitting on related committees and boards and presenting at conferences at the various levels.
$35,000 to $42,810, commensurate with experience
Bachelor’s degree in an appropriate area and three years of relevant experience; or a high school diploma and seven years of relevant experience. Appropriate college course work may substitute at an equivalent rate for the required experience.
Internal contacts are made at all levels of the museum and relate to coordination of co-sponsored programs and rental events within the museum. Close working relationships with departments are crucial for the success of this program. External contacts include significant community contacts made as a representative of the Harn Museum. Contacts by correspondence, telecommunications, and in person are made daily with visitors, and hospitality-related clients and their service vendors. Mature, professional presentation, appearance and conduct and clear, concise, business-like communication skills are critical to the success of the Museum Rental program. Contacts involve information presentation and exchange, problem anticipation and resolution, and negotiation of contested issues.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume, and three references. Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Health Assessment Required: No.
Advertised: 15 Feb 2018 Eastern Standard TimeApplications close: 08 Mar 2018 Eastern Standard Time