careers & internships

Job openings

Work at the Newport Art Museum

Careers at the Newport Art Museum

 

Current Job Openings

 

Office Manager/Bookkeeper

Registrar

Development Associate

 

 

 

Office Manager/Bookkeeper

Reports to: Staff Accountant & Controller

 

Job Summary:

Individual is responsible for overseeing the day-to-day needs of the Museum’s administrative office, including ordering supplies, communicating with vendors, and opening the mail. Additional tasks involve bookkeeping functions in support of the Museum’s Finance Department. Accounts Receivable, bi-weekly payroll, preparation of bank deposits, entries into QuickBooks, generation of departmental income/expense reports, and other general Finance Department support.

 

Qualifications:

  • Must have a college or associate’s degree, possess an accounting certificate, or have related experience
  • Knowledge of office administration
  • Strong computer skills: Microsoft Office applications and QuickBooks
  • Excellent organizational, time management, and analytical thinking skills
  • Ability to maintain a high level of accuracy in preparing documents and entering information into QuickBooks
  • Ability to multi-task, work independently, and function as a team player
  • Demonstrate ability to engage effectively with staff, trustees, members, student, volunteers and all contractors and vendors working for the Museum
  • Demonstrate complete confidentiality of all Museum affairs
  • Flexibility and resourcefulness
  • Human Resource experience and an interest in the arts are a plus

 

Responsibilities:

  • Maintains all records & supporting documentation in an accurate and clear manner in accordance with established procedures
  • Prepares and records deposits in QuickBooks. Ensures that all proper documentation is provided as backup for the deposit.
  • Perform the day-to-day processing of financial transactions as needed.
  • Verifies that transactions comply with financial policies and procedures
  • Collects time sheets and processes payroll on a bi-monthly basis
  • Maintains updated vendor files and file numbers
  • Organizes and completes supply orders
  • Keeps Staff Accountant & Controller updated on all issues related to A/R
  • Responsible for the sorting, stamping & distribution of mail.  Stamps all checks according to procedures.
  • Performs other related duties & projects as assigned by the Staff Accountant & Controller

 

To Apply:

Please include a cover letter, current résumé, three references and salary requirements. No phone calls please. All requests should be emailed to: jobs@newportartmuseum.org, with “Office Manager/Bookkeeper” in the subject line. This position is a part-time, salaried position. Applications will be accepted until the position is filled. 
The Newport Art Museum is an equal opportunity employer.

 

The Newport Art Museum & Art Association, established in 1912, educates and inspires a diverse audience by collecting, preserving, exhibiting and interpreting historic and contemporary visual arts of the highest quality with an emphasis on the rich heritage of the Newport region, and integrates appreciation for the arts and art-making into all its programs. The Museum is fully accredited by the American Association of Museums.

 


 

Registrar

(Part-Time, 2 1/2 days/week)

 

SUMMARY:

The Registrar oversees a growing collection of 2,000+ objects of American and contemporary art, including works on paper, sculpture, decorative arts, photographs, paintings, and new media. Manages the care and control of the collections on site, implementing and revising collection policies and overseeing object movement, both internal and external. Oversees packing and shipping of works of art. Manages the logistics of outgoing loans and paperwork, as well as copyright permissions paperwork. Implements and manages security procedures, organizes and controls storage areas and contracts for outside services when necessary.

 

RESPONSIBILITIES:

  • Catalogues works of art, which includes photographing them and maintaining and updating collection management software and digital images
  • Helps ensure adherence to art safety and security procedures
  • Serves as the point person and primary contact for security and building maintenance issues, contacting our vendors and consultants who repair and maintain these aspects of the museum when necessary
  • Assists with moving works of art within the Museum and its buildings and installing permanent collection works of art, along with preparator
  • Handles collections paperwork, such as copyright permissions, loan forms, and condition reports
  • Maintains the storage and collections spaces, keeping them orderly, well-organized, and clean (occasional vacuuming and dust removal)
  • Manages all aspects of monitoring the collections environment, including integrated pest management, temperature and humidity monitoring, light level monitoring
  • Prepares objects for exhibition, storage, transport, study, or photography
  • Assists with taking out, moving, and handling artwork at for the Collections Committee and Board meetings
  • Advises on special events and media access to collections and historic interiors
  • Keeps up-to-date on the field of collections management, developments in technology, and new methods of collections care
  • Generates and installs labels for permanent collection objects on display
  • Manages the production of new labels for objects in the Museum and outside on the campus, in consultation with the Senior Curator
  • Will handle/execute tasks related to the “Newportal” project, which involves making various collections in Newport available online to the public on a site maintained by a partner-organization; will attend Newportal meetings as representative of the Museum
  • In the long term, will conduct an inventory of works on paper and other museum objects
  • Keeps track of and orders collection care supplies (boxes, labels/tags, gloves, etc.)
  • Assists with other collections and curatorial tasks as needed
  • This is a part-time position requires availability during normal business hours as well as occasional nights and weekends, when needed

 

QUALIFICATIONS AND SKILLS:

  • A genuine interest in art and respect for the art object
  • A positive attitude
  • Strong interpersonal skills
  • Strong written and verbal communication skills
  • Enjoys coming up with solutions to challenges and improving upon procedures
  • The ability to multitask
  • The ability to work independently and to work as a member of a team
  • An interest in design; design skills are not required but are a plus (for making labels for permanent collection objects)
  • Strong organizational skills
  • A willingness to learn
  • Comfort with technology and some prior database experience
  • A willingness to take basic photographs of collection objects and some skills in Photoshop or other Image-editing software are a plus
  • Experience with Microsoft Office, particularly Word and some experience with Excel is helpful
  • Work may be performed indoors and outdoors throughout the campus and sometimes off-site
  • Position may require periods of walking, bending, stretching, climbing and enough physical strength to carry heavy works of art with help from others and smaller works unassisted
  • A minimum of 2-3 years of experience in collections management or care
  • A valid driver’s license
  • A B.A. or B.S. in art, art history, American studies, historic preservation, conservation, museum studies, library science, history, or a related field

 

To Apply:

Please include a cover letter, current résumé, three references and salary requirements. No phone calls please. All requests should be emailed to: jobs@newportartmuseum.org, with “Registrar” in the subject line. This position is a part-time, salaried position. Applications will be accepted until the position is filled. 
The Newport Art Museum is an equal opportunity employer.

 

The Newport Art Museum & Art Association, established in 1912, educates and inspires a diverse audience by collecting, preserving, exhibiting and interpreting historic and contemporary visual arts of the highest quality with an emphasis on the rich heritage of the Newport region, and integrates appreciation for the arts and art-making into all its programs. The Museum is fully accredited by the American Association of Museums.

 


 

Development Associate

Part-time (4 days per week)

 

Reports to the Director of Development:

The Development Associate is responsible for supporting the fund development department to create an effective donor-centered culture of philanthropy. The Development Associate maintains all donor data to ensure the integrity and accuracy of the database. He/she helps execute the annual fund development plan through administrative support including appeals, gift entry and tracking, acknowledgements, queries and reports, and financial reconciliations. The Development Associate will assist with Museum special events and programs as necessary to ensure that its members and friends have satisfying, stimulating experiences. He/she will be the primary contact for questions about membership, special-event registration and other customer relationships that forge connections between individuals and the Museum.

 

Responsibilities:

Data Management:

  • Responsible for data entry in to Raiser’s Edge database with updates to donor records and meticulous record-keeping
  • Ensure timely donor acknowledgement for all gifts
  • Execute appropriate gift entry procedures for all membership dollars and donations (cash and in-kind) to the Museum in concert with the Museum’s other offices
  • Run queries for research, analysis, and corrections, preparing reports as requested by the Director of Development and Executive Director.
  • Be the primary contact for fund development database (Raiser’s Edge) troubleshooting and maintenance
  • Assist with monthly reconciling of financial information with Finance to ensure consistency between donors and accounting systems

 

Membership Program:

  • Support the membership program of the Museum, executing the strategies for meeting membership goals as described in the Fund Development Plan and as set in the Annual Budget
  • Enter all memberships into Raiser’s Edge
  • Prepare all membership correspondence and cards for new, renewing and lapsed members as needed
  • Provide regular membership reports

 

Development Administrative Support:

  • Work with the Director of Development to implement the annual Fund Development Plan
  • Prepare special correspondence, donor acknowledgements, appeals and other regular monthly correspondence
  • Provide administrative support for the grant application process as needed
  • Act as a point person for development office interns as directed by the Director of Development

 

Events and Museum mailings:

  • Coordinate the mailing of fundraising appeals, membership renewals and special inter-departmental communications and annual reports
  • Prepare mailing lists and coordinate mailing of all special event invitations
  • Track replies for Museum special fundraising events
  • Provide list preparation support for organizational public relations and marketing efforts, education and curatorial programs and mailings as necessary

 

Communications:

  • Assist the Director of Development with solicitations and mailings
  • Track and prepare follow-up reports and acknowledgements in support of general and specific fund development projects
  • Be the primary contact for questions about membership, special-event program registration and other phone calls
  • Other tasks as directed by the Director of Development

 

Maintain complete confidentiality of all Museum information.

 

Qualifications:

  • Associate’s/Bachelor’s degree in business, communications or related field
  • Fluency in Raiser’s Edge essential
  • 1-2 years of fund development or administrative experience
  • Excellent communications skills, both written and verbal
  • Flexibility to work some evening and weekend hours in support of Museum functions
  • Demonstrated time management skills, meeting multiple deadlines, accuracy and attention to detail in a team environment that involves feedback from multiple stakeholders
  • Advanced-level knowledge of and experience with Microsoft Office (especially mail merge)
  • Must have experience in a position requiring confidentiality
  • Prior experience in a non-profit setting and knowledge of Rhode Island philanthropic community a plus

 

To Apply:

Please include a cover letter, current résumé, three references and salary requirements. No phone calls please. All requests should be emailed to: jobs@newportartmuseum.org, with “Development Assistant” in the subject line. This position is a part-time, salaried position. Applications will be accepted until the position is filled. 
The Newport Art Museum is an equal opportunity employer.

The Newport Art Museum & Art Association, established in 1912, educates and inspires a diverse audience by collecting, preserving, exhibiting and interpreting historic and contemporary visual arts of the highest quality with an emphasis on the rich heritage of the Newport region, and integrates appreciation for the arts and art-making into all its programs. The Museum is fully accredited by the American Association of Museums.