Reports to: Director of Marketing

Department: Experience

Classification: Exempt, Full-time

Benefits: Full Museum Benefits

Salary: $50,000

Mission: The Dallas Museum of Art is a space of wonder and discovery where art comes alive.

The DMA will:

• Place art and our diverse communities at the center around which all activities radiate.
• Pursue excellence in collecting and programming, present works of art across cultures and time, and be a driving force in contemporary art.
• Strengthen our position as a prominent, innovative institution, expanding the meaning and possibilities of learning and creativity.

Scope of the Position: 

Under the direction of the Director of Marketing, the Experience Administrative Specialist plays a pivotal role in ensuring the smooth operation of administrative functions, effective project management, and meticulous oversight of the Experience Department's finances and operations within the Dallas Museum of Art. This position is instrumental in supporting the organization's mission by facilitating efficient workflows, managing key projects, and optimizing financial resources.

Essential Functions:

ADMINISTRATIVE SUPPORT 

· Manage calendars, appointments, and expenses for Chief Experience Officer. 

· Handle correspondence, emails, and phone calls, responding or redirecting inquiries as necessary.

· Maintain and organize physical and electronic files and records.

· Assist in the preparation of reports, presentations, and meeting materials.

BUDGET MANAGEMENT

· Manage the Experience department's budgets, expenses, and financial reporting.

· Monitor spending against budgets and prepare regular reports for management review.

· Work closely with the Experience Team Directors to align spending with strategic goals and initiatives.

· Assist in forecasting and planning future budgetary needs for marketing campaigns and initiatives.

· Work closely with the Finance Department to regularly reconcile department budgets against organizational budgets. 

PROJECT MANAGEMENT

· Utilizing Microsoft Planner, coordinate and oversee projects from initiation to completion, ensuring deadlines are met and objectives are achieved.

· Develop project plans, including timelines, budgets, and resource allocation.

· Track project progress and communicate updates to stakeholders.

· Identify and mitigate risks and issues that may impact project timelines or deliverables.

COMMUNICATION AND COLLABORATION

· Serve as a liaison between different teams within the organization, facilitating communication and collaboration.

· Schedule and organize meetings, take minutes, and follow up on action items.

· Communicate effectively with external stakeholders, partners, and vendors.

OPERATIONAL EFFICIENCY 

· Coordinate logistics, such as venue booking, catering, and event promotion.

· Implement and improve administrative processes to enhance efficiency and productivity.

· Monitor and manage office supplies and equipment maintenance.

Education, Experience, and Certification:

• A bachelor’s degree in business administration, nonprofit management, communications, or a related field is preferred.
• 3+ years' experience in project management, business administration, or marketing role.
• Experience in the arts or a cultural institution, preferred.

Key Qualifications: 

• Strong project management and organizational skills with the demonstrated ability to drive multiple concurrent projects to completion. 
• Good judgement in decision-making and completing job responsibilities. 
• Proven ability to prioritize multiple tasks and manage changing priorities. 
• Effective diplomatic skills and ability to use discretion. 
• Demonstrated strategic thinking and analytical, quantitative, and problem-solving skills. 
• Exceptional attention to detail to ensure high quality deliverables. 
• Intermediate to advanced proficiency in Microsoft Planner, Word, Excel, and PowerPoint. 
• Strong interpersonal skills and a collaborative approach to problem solving, with the ability to influence without direct authority, develop effective partnerships, and build consensus. 
• Excellent written and verbal communication with a demonstrated ability to prepare executive level written and oral presentations. 

Our Core Values

• Act with Integrity: Be open, honest, and ethical.
• Communicate Openly: Be constructive, transparent, and respectful.
• Build Inclusivity: Diverse backgrounds make us stronger.
• Join Forces: Support collaboration and unity.
• Work Passionately: Be fearless, creative, and solutions-driven.
• Embrace and Drive Change: Be nimble, there is always a way to yes.
• Invest in Each Other: Pursue learning.

Equity, Diversity, and Inclusion

The Dallas Museum of Art fosters equity, celebrates diversity, and supports inclusion. We acknowledge that diverse backgrounds and voices of visitors, volunteers, trustees, staff, and communities represented in the collection make us stronger and better equipped to make positive impacts locally, nationally, and internationally. 

Equity 

Society’s historical legacies and systemic barriers have created disparities in the communities we serve. Knowing this, we strive to expand and enhance arts opportunities for all. 

Diversity 

Many factors—including but not limited to race, religion, creed, color, national origin, age, gender, sexual orientation, gender identity, marital status, veteran status, disability, genetics, economic backgrounds, and experiences—make individuals and groups unique. Our goal is to ensure visitors, volunteers, trustees, staff, and collections reflect this diversity. 

Inclusion 

We commit to listening to and learning from diverse voices and perspectives. We create a vibrant and accessible social space that encourages dialogue and the exchange of ideas through arts and culture. 

EOE 

The Dallas Museum of Art is committed to building a culturally diverse staff and is an Equal Opportunity Employer. The DMA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.