Department Coordinator

Job Title: Department Coordinator
Department: NEW INC
FLSA Status: Non-Exempt
Employment Status: Full-time
Hours Per Week: 40
Union Position: Yes
Grade Level: Grade 1
Salary: $51,145
Reports to: Deputy Director, NEW INC
About NEW INC:
NEW INC is an interdisciplinary program of the New Museum that brings together
100 creative practitioners and entrepreneurs annually from a wide variety of fields across art,
design, and technology, promoting an environment of collaboration. The initiative is considered
a global model for a cultural incubator and colleagues and alumni have hailed it as
groundbreaking, transformative, and socially impactful. Critical to the success of NEW INC is its
commitment to diversity, equity, and inclusion in both its member recruitment and program
methodologies.
Role Summary:
Reporting to the Director of NEW INC, the Department Coordinator is responsible for providing
hands-on support to the NEW INC team, and our members to deliver NEW INC’s annual
program to our community. The NEW INC program consists of three main pillars: shared
workspace, professional development, and mentorship. This position has a strong focus on
operations, administration, production, and community care. The Department Coordinator is
responsible for oversight of NEW INC’s shared workspace as a creative, productive working
environment and takes ownership over the needs of the community and staff within that space.
This is a key role in keeping the department organized and prepared for a range of programs
both internal to the NEW INC community and public-facing. The ideal candidate is driven,
passionate, personable, and never misses a beat.
This is a full-time position with working hours of 40 hours per week between Monday to Friday,
10:00 am - 6:00 pm. Occasional evening and weekend work may be required for special events.
This position is a union-represented position subject to terms of the Museum’s agreement with
Local 2110, UAW, and is eligible for the New Museum’s employee benefits programs.
Responsibilities:
Operations & Admin
● Actively lead cross-team general admin duties in support of the NEW INC team and NEW
INC program offering including NEW INC Director and team calendaring; meeting
minutes, filing, data entry, meeting room bookings, submitting visitor requests with
security, placing Museum space holds, and coordination.
● Manage, process, and track invoices, payments, check requests, and purchases for NEW
INC’s operation, maintaining accurate financial records including reconciling monthly
expense reports and monthly member payments.
● Responsible for drafting contracts for speakers, performers, review panels, DEMO
participants, and other invited guests, and ensuring contract submission for check
requests.
● Support the team in compiling and mocking up digital content for events and programs
in Mailchimp and Eventbrite, and track event registration and attendance.
● Play an active role in supporting cross-team workflows on digital and project
management platforms including but not limited to Google Workspace, Slack, and
Asana.
● Support the team to collect, track, maintain, and streamline member and mentor
information in NEW INCs backend software platforms (Google Workspace, Calendly,
Squarespace, etc.)
● Maintaining a vibrant NEW INC space, keeping it clean and tidy, watering the plants, and
keeping the office and kitchen supplies stocked and ordered.
Community Support
● Be available at our front desk during office hours to provide front-line support for our
members, answer our doorbell, and receive guests.
● Manage all incoming mail and deliveries.
● Manage the member and mentor building ID submission and collection
● Manage member access to NEW INC resources such as equipment rentals, locker
assignments, and provide support on digital access to conference rooms, and other
bookable resources.
● Be available on Slack to answer questions (DM's and on relevant channels), and support
the Head of Community with light admin duties related to our community program
Production
● For special programs and events, act as front of house helping to welcome and sign in
attendees.
● Where appropriate, the Production Coordinator will assign you a role during public
programs and events
● Setting up Eventbrite or Zoom webinar pages, drafting content and assets in Keynote,
and other digital platforms as requested.
Qualifications and Skills:
● You have 2-4 years of relevant professional experience in a similar role as a program
manager, office manager, studio manager, producer, project manager, or production
assistant.
● Must have experience/background in community organizing, customer service, and/or
client-facing work, and be willing to provide friendly, informed support to our
members, staff, and alumni on a daily basis.
● Exceptional organizational skills, with the ability to manage multiple projects while
simultaneously interfacing with our member community.
● Demonstrated fluency and experience with G Suite, Mailchimp, Eventbrite, and Asana.
Experience with Squarespace is a plus.
● Comfortable and confident in taking autonomous ownership over tasks within your
purview and are always anticipating the next move, striving to improve systems and
processes at every turn.
● You love processes, planning, and keeping yourself and everyone else on track.
● You are a doer and a problem-solver. When presented with a challenge, you take a
positive approach to overcoming it and work collaboratively towards a solution.
TO APPLY:
Please send a resume and cover letter expressing your interest and qualifications to
jobs@newinc.org with “Department Coordinator” in the subject line.
NEW INC is a nonprofit incubator and a department of the New Museum.
We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role.
If much of this job description describes you, then please apply for this role.