Current Opportunities

Director of Administration and External Affairs

Director of Museum Administration and External Affairs
Colby College Museum of Art

job requisition id  R0002483

Must apply with the following link:

Job Description
Museum of Art
Pay Rate Type:
Salary - $85K-$90K
Employee Type:
Job Summary:
Museum of Art
Full-Time, Exempt, Salaried, Administrative Staff Appointment

Reporting to the Carolyn Muzzy Director of the Colby College Museum of Art, the director of museum administration and external affairs facilitates the work of the director’s office, including its work with the Museum Board of Governors, and oversees budget planning, data gathering and analysis, overall museum administration, and internal and external museum communications. A member of the museum’s senior leadership team, the director makes decision-making and communication across these areas more effective and collaborates with other senior team members to maximize synergies between areas. They assist the museum’s director in enacting the organization’s strategic goals and ensure that all communications are timely and compelling to various audiences. These efforts help the museum advance its mission to offer access to art and artists, creating a forum for experimentation, research, dialogue, and joyful connection. They also nurture an equitable and inclusive culture at the museum, increase the museum’s access and value to all of its communities and the field of art, and strengthen Colby as one of the nation's leading liberal arts colleges.

Specifically, the director of museum administration and external affairs oversees the strategy and implementation of the museum’s administrative functions with attention to budget planning, reporting and management in concert with Colby’s financial team; systems for consistent data collection, analysis, and reporting; and matters of personnel in conjunction with Colby’s Office of Human Resources. In this capacity, they supervise the associate director of museum administration. They also supervise the manager of communications as they enact an audience-centered strategy, providing high-level guidance and content review. The director of museum administration and external affairs plays a critical role in board relations, attending to governance policies and calendars, organizing and executing meetings, and developing communications in concert with the museum’s director, senior team and others at the College.

The best candidate for this role will demonstrate excellent business skills and administrative leadership. They will exercise excellent judgment in making day-to-day as well as high-level decisions; strategize clear processes; anticipate problems and come up with timely solutions. They will show an ability to take initiative and work both independently and collaboratively in alignment with the museum’s mission and in support of institutional priorities. They must have strong organizational skills, financial management experience, a history of analysis and report writing, and an understanding and ability to implement data gathering and reporting systems. The candidate will show adeptness at communications, including effective written and visual presentations, and an ability to interface with a wide range of constituencies. The best candidate for the role will exhibit an appropriate sense of urgency in completing assigned responsibilities, and bring curiosity, kindness, and humor to everyday work. We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.
Board Relations and Governance
• Engage with College trustees, museum governors, and other museum ambassadors in order to build relationships that encourage and support a high-level of commitment to and knowledge of the College’s vision, priorities, initiatives, and values
• Serve as the primary staff liaison to the Museum Board of Governors, developing positive working relationships with governors; coordinating communications, meetings, and board materials; and addressing or delegating board member questions
• Prepare meeting agendas and minutes and assist committee chairs and staff liaisons with scheduling; work with the associate director of museum administration to implement board meeting logistics and special projects
• Ensure adherence to and timely execution of governance policies and practices; maintains calendars for member and officer rotations
Financial Planning and Management
• Plan the museum’s annual budget in collaboration with the museum’s director, other senior staff, the associate director of museum administration, and other colleagues; this includes the museum’s College-funded operating budget and the financial plan for revenue and expenses related to the museum’s restricted and discretionary funds
• Liaise with the College’s Office of Financial Planning and with staff across the museum to provide consistent and high-level management and analysis of the museum’s budget; anticipate issues and plan accordingly; attend to new factors as they arise
• With assistance from the associate director of museum administration, conduct quarterly budget reviews and reports, as needed
• Develop multi-year budget plans with assistance from the College’s Office of Financial Planning
Museum Administration
• Contribute to museum strategy and its implementation as a member of the museum’s senior team and oversee overall museum administration
• Supervise manager of communications and associate director of museum administration
• Provide strategic direction to museum communications, prioritize competing tasks to strengthen the museum’s brand position; identify and at times draft key messages
• Oversee integration of museum and Lunder Institute communications across Colby’s arts ecosystem, and nurture relationships with museum audiences and constituencies
• Review and approve materials and messages
• Research and assist in preparation of materials for use by the museum director, including presentations, messages to the board of governors, and other College leaders
• Develop effective working relationships with members of a diverse community of staff, students, and College colleagues
• Ensure the director’s involvement or decision-making related to various projects and initiatives occurs at the appropriate time; ensure all administrative issues are addressed effectively and judiciously; track progress until resolved
• Design, develop, and implement effective systems and processes for research and assessment, including attendance tracking, ongoing museum metrics, trend analysis, and project debriefs
• Create sustainable mechanisms for regular reporting on progress towards goals for staff, governors, Trustees and external constituencies
• Coordinate museum-wide strategic initiatives and data-gathering projects, such as annual data surveys managed by the Association of Art Museum Directors and regional museum surveys
• With assistance from the associate director of museum administration, and in collaboration with other staff, coordinate and/or lead cross-departmental meetings, including preparing agendas, presentations, meeting notes, and following through on action items; staff museum working groups as needed
• Serves as the primary point of contact with the Office of Human Resources, along with the director, on personnel, including recruitment, hiring, compensation, onboarding, advancement, performance management, and offboarding
• Collaborate with the director of museum development and The Division of College Advancement on administrative and external relations responsibilities such as: relationships with and nominations of members of the Museum Board of Governors, the Board’s Museum Resources Committee, gifts of artwork, donor stewardship and reporting on funds, budget projections and fundraising opportunities, external events and key stakeholder engagement, and strategic communications
• Participate in training and professional development sessions; share knowledge through training sessions with others at Colby and with the field of museums
• Participate in Colby committees and groups as a museum representative
• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
• Bachelor's degree or the equivalent in education and experience; advanced degree preferred
• Minimum of 7 years of related experience in arts and culture and/or related education administration, and track record as an emerging or established leader
• Demonstrated administrative skills and past experience in managing people, finances, and other resources effectively
• Experience developing and enacting strategic communications; ability to develop and execute targeted audience-centered messages; ability to communicate effectively with each audience verbally, visually, and/or in writing
• Exceptional interpersonal skills and relationship-building with various kinds of constituencies across an organization, from entry-level staff to senior staff and/or volunteer leaders; proven ability to work independently, collaboratively and constructively as a member of a diverse community
• Demonstrated experience building and managing diverse teams, and an unwavering commitment as a leader to fostering an antiracist, equitable work environment supportive of people from different cultures, backgrounds, and life paths
• Demonstrated capacity for project management, data analysis and reporting; ability to structure long-term initiatives
• Demonstrated experience with superior skills with Microsoft Office software and Google applications, including advanced proficiency with PowerPoint and Excel; demonstrated experience using project management software as well as financial and human resource management tools
• Strong work ethic and initiative, organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; flexibility to adjust to changing priorities as new projects develop
• Proactive approach to problem-solving with strong decision-making and critical thinking capabilities
• Ability to handle confidential information with utmost discretion
• Enthusiasm for the museum’s mission role of art museums in a liberal arts education, as well as the College’s liberal arts mission
This position interacts regularly with the museum director, Museum Board of Governors, museum senior staff and managers, specially director of museum development. Duties require regular interactions with trustees, governors, administrators, faculty, staff, students, and visitors
General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Position requires scheduling flexibility, with periodic evening and weekend hours
Successful and satisfactory completion of a background check (including a criminal records check).
Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:
Director of Museum Administration and External Affairs - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

Salary Range: 

About This Job

  • Colby College Museum of Art
  • Waterville, ME
  • Category: Professional
  • Salary Range: $85,000-$90,000
  • Posted: May 19, 2023