Hot Glass Programs Project Specialist

Provides broad-range support for the onsite and outreach activities of the Hot Glass Programs and Creative Services departments. Works closely with the Senior Director, Creative Strategy & Audience Engagement, the Senior Manager, Hot Glass Business and Technology Development and the Senior Manager, Hot Glass Programs for purchasing, scheduling, travel logistics, agreements with artists and external partners and correspondence. Supports onsite and offsite accounting practices, grant reporting and sponsor funding by monitoring and reporting annual budgets, forecasts and spending.

RESPONSIBILITIES

General

  • Supports and amplifies the Museums commitment to diversity, equity, inclusion and access.
  • Coordinates with managers and the accounting department to organize and submit fully developed budgets on time.
    • Tracks spending and monitors monthly budget updates; reports areas of concern to the group.
    • Collects and compiles information from the departments served to aid in annual budget preparation.
    • Monitors and reports grant and sponsor funding of our programs.
  • With the Chief Financial Officer and others in the Accounting department, ensures accuracy and legal integrity of all agreements and contracts for onsite and offsite initiatives.
  • Coordinates all aspects of fulfillment of approved donation requests, including communication, delivery and updating the centralized database; coordinates all mailings and shipments of giveaways.
  • Contributes to and assists in management of cloud-based and local shared document storage.
  • Provides back-up support for the administrative team when needed.
  • Serves as a power user for the internal and external websites, maintains content as appropriate for the Hot Glass Programs department and identifies new content to keep the site relevant.
  • Tracks certification, insurance and code compliance for all Hot Glass Programs equipment and facilities.
  • Manages logistics, agendas and objectives for VIP, guest artist and key executive visits related to onsite and offsite programs and projects.
  • Acts as primary contact with CMoG MarCom team. Provides information on HGP programs, guest artists, outreach and events for promotion to their deadlines.  

Onsite Programs

  • Manages and updates Hot Glass Programs event calendar.
  • Manages onsite visits for partners and guests for future collaboration.
  • Facilitates communication within team working on and off site.
  • Develops and executes agreements for guest artists, specialty glassmaking projects and research projects.
  • Responsible for logistics of guest artist visits. Secures agreements, books travel and lodging, arranges payment, and communicates the details of all guest artist visits with appropriate museum departments.
  • Serves as primary contact for the Museum’s Events Team for scheduling of hot glass events which use demonstration spaces, staff and/or resources.
  • Secures agreements and provides scheduling support for Research in the Public Interest projects and special glassmaking projects.
  • Develops documentation and tracking of future revenue projects.
  • Assists CMoG in identifying funding and sponsorship opportunities.
  • Coordinates all aspects of external requests for Museum donations, including approval process, communications and fulfillment; maintains the donations database. 

Outreach Programs

  • Serves as first point of contact for all outreach inquiries.
  • Maintains records of all outreach inquiries and coordinates timely responses.
  • Creates and maintains proposals, budgets and contracts for hot glass and flameworking outreach programs.
    • Works with accounting to approve outreach budgets and to obtain appropriate insurance coverage.
    • Produces labor reports and total cost analyses.
  • Plans and implements outreach logistics for staff, goods and equipment.
  • Responsible for transportation logistics for mobile studios. Works closely with Corning Incorporated transportation logistics team and third-party transportation providers.
  • Coordinates partner-provided support: electrical, gas and oxygen, security, weather protection, permits, inspections and host program support staff.
  • Assists outreach partners in identifying funding and sponsorship opportunities including grant development and grant applications.
  • Drafts, updates and maintains print and online outreach promotional materials.  

QUALIFICATIONS

  • Bachelor’s degree required.
  • Minimum three years’ experience in planning and project coordination.
  • Demonstrated experience coordinating complex projects.
  • Demonstrated experience negotiating contracts desired.
  • Demonstrated experience in budget administration.
  • Familiarity with grant writing and the grant application process.
  • Ability to represent the Museum in a professional manner.
  • Excellent analytical skills.
  • High degree of accuracy, organization and attention to detail.
  • Ability to maintain confidentiality.
  • Excellent written and oral communication and interpersonal skills.
  • Ability to work in a team with minimal supervision.
  • Strong knowledge of MS Office and Cloud services including Office 365 and OneDrive.
  • Ability to work a flexible schedule including evenings and weekends when needed.
  • Overnight travel occasionally required.

To Apply

Email or mail resume with cover letter to [email protected] or send to Corning Museum of Glass, One Museum Way, Corning, NY 14830, Attn: Human Resources. An Equal Opportunity Employer.