Expectations for all employees:

As a member of the MIT community, supports MIT’s Non-Discrimination Policy and respectfully
interacts with others in the community. Represents MIT with professionalism, ethics, integrity,
and mutual respect towards colleagues and internal/external clients. Keeps current and
proficient with necessary skills and knowledge, including computer skills. Self-identifies training
needs relevant to work area and responsibilities. Demonstrates initiative, flexibility, openness to
change, and accountability. Works within a team environment, providing support to and
collaboration with colleagues. Is expected to know and follow relevant Environmental Health
and Safety Requirements.
Position Overview Statement:
With minimal supervision, performs complex and diverse administrative duties in support of the
Director of List Visual Arts Center, including in the areas of administration, as well as preparing
annual, project, and long-range budgets; managing all accounts; overseeing daily program
operations; summarizing and implementing Institute policies and procedures; advising on
personnel matters including interviewing hiring, and evaluating of support staff. Anticipates and
initiates actions regarding the operation of the List Visual Arts Center. Functions both as an
individual contributor and coordinator of multiple projects. Provides research and works with
members of the MIT community to inform the work of the Director of List Visual Arts Center.
Able to multi-task and support the Director in carrying out complex and fast-paced
responsibilities. Handles sensitive and confidential tasks and materials with discretion, efficiency
and tact.
Principal Duties and Responsibilities
1) 50% Administrative Responsibilities
• Prepare grant applications and budgets, submit final reports to funding agencies in
conformance with rules and guidelines established;
• Act as liaison between LVAC and senior administrators in Development, Budget,
Accounting, Payroll, OSP, Physical Plant, Graphic Arts, Design Services, Purchasing,
and other administrative and academic departments as needed;
• Develop systems and procedures to improve accuracy and efficiency or to reflect
changes in policy;
• Maintain all confidential records for personnel, budget, accounting, etc.;
• Assist with planning for and assessment of LVAC space requirements and computer
needs.
• Perform special projects as requested.
30% Fiscal Responsibilities
• Responsible for managing program budget and expenditures against approximately 18
accounts totaling approximately one million plus dollars.
• Assist the Director in researching and securing outside sources of funds from
foundations and private individuals.
• Research potential funders, including individuals, foundations, corporations, government
agencies, and MIT components.
• Responsible for overall management of accounts to ensure that operational funds as
well as grant monies are used efficiently and for purposes intended;
• Analyze financial reports, accounting forms, and payrolls documents to ascertain
accuracy of data and make corrections as necessary;
• Revise accounting system to improve efficiency and accuracy of reporting;
20% Personnel Responsibilities
• Interview, recommend for hire, administrative assistant, gallery security, and student
employees.
• Train and actively manage work of administrative assistant, gallery security, and student
employees.
• Conduct performance evaluations for above personnel and direct reports;
• Handle personnel matters for above staff, including recommending salary adjustments
for administrative assistant and gallery assistants/attendants.
Supervision received:
Receives supervision from Director of MIT List Visual Arts Center
Supervision exercised:
Manage Campus and Community Outreach Coordinator; PR Marketing & Social Media
Coordinator; administrative assistant and 11 gallery assistants/attendants. Train and supervise
work of students, temporary staff, outside vendors and interns.
Contacts required to perform duties:
Within MIT
President' s Office – Executive Assistant to President to provide information and analysis.
Provost' s Office – Associate Provost for the Arts for forecasting and planning data and
fundraising policies.
Individual Giving – Senior Major Gifts Officer for the Arts for planning.
Budget Office – Budget Director for forecasting and planning data
Comptrollers Accounting Office – various senior accounting officers for advice and negotiations
Office of Sponsored Programs – Assistant Director to offer advice on procedures and provide
information and analysis.
Physical Plant – Director and Superintendent for advice and negotiations on procedures.
Media Lab – Assistant Director to discuss atrium use policies and procedures.
Outside MIT
Museums and Galleries – Financial and Administrative Operations
Vendors – Sales and Financial Departments
Funding Agencies – Program and Financial Officers.
Requirements/Qualifications:
Ÿ Associate/Bachelors degree or a combination of equivalent experience and at least five
years with a concentration in Administration, Management and/or Accounting
Ÿ Excellent organizational skills, including ability to multi-task, set priorities and manage
competing priorities
Ÿ Excellent writing and communication skills, excellent editor
Ÿ Must be comfortable in interacting with donors
Ÿ Must be flexible and able to work in a fast-paced environment
Ÿ Ability to work independently and efficiently with minimal supervision
Ÿ Positive attitude and excellent interpersonal skills
Ÿ Demonstrative initiative and problem solving skills
Ÿ Attention to detail and ability to exercise independent judgment and discretion with
confidential information
Ÿ Ability to create and meet budgets
Ÿ Ability to collaborate well with others and is a team builder
Technical Skills:
Ÿ Advanced computer skills in data management and ability to create complex spreadsheets
especially Excel, Keynote, and PowerPoint. Also comfortable with MacIntosh environment,
including Microsoft Office Suite, Adobe Creative Suite, donor tracking software, complex
internet searches, email and electronic calendaring
Ÿ Able to learn new software programs as needed
Desired:
• Knowledge of and commitment to contemporary art a strong plus
• Familiarity with Boston’s art patrons a strong plus
• Fundraising, previous gala, events or related experience is a plus
• Familiarity with national and international arts patrons a strong plus
• Knowledge of marketing and communications a strong plus
• Knowledge of MIT environment and the List Visual Arts Center a plus

MIT Careers Job Number: 23555

More information and application information can be found at:

https://listart.mit.edu/about/open-positions

https://careers.peopleclick.com/careerscp/client_mit/external/jobDetail…