Gallery Coordinator - Full-Time

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.

Qualifications: 

• High School diploma required.
• College, supervisory and gallery experience preferred.
• Must be proficient with Microsoft Office and have an aptitude for learning and using business software.
• Experience in scheduling a large number of staff is preferred. 
• Must possess strong organizational skills, be detail-oriented, and demonstrate effective interpersonal communication. 
• Knowledge of security principles, fire prevention, job safety and first aid is helpful.
• Must be able to act as a supervisor when needed and work flexible schedules and hours, including overtime, holidays, weekends, and evening events.
• Attendance must be reliable and punctual. 

Additional Details:
Pay Range: $23.01 – 28.18, commensurate with experience

Status: Regular, Full-Time

Benefits, Perks & Culture  

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. The Museum employs unique individuals with a wide variety of talents, skills and abilities. There is a great sense of pride in being able to serve the public through the various job functions available within the Museum as a well-known Saint Louis destination to experience great works of art.

The Museum is an Equal Opportunity Employer. We are committed to treating all applicants and employees fairly based on their abilities, achievements, and experience, without regard to sex, race, age, disability, religion, national origin, color, sexual orientation, gender identity, or any other classification protected by law.