Program Coordinator - Fine Arts (Library Services)

Job Overview

Performs professional level work developing, organizing, administering, and evaluating assigned programs and functions, providing guidance and technical expertise to assigned program staff, other departments, the community, and program participants.  Incumbent may coordinate one or more specialized programs.

Ideal Candidate

The Program Coordinator - Fine Arts position is responsible for Tampa-Hillsborough County Public Library’s systemwide fine art collection and serves as the library’s primary contact for matters related to this collection and its display, maintenance, preservation, and inventory. 

The Program Coordinator - Fine Arts will coordinate care of collections, including making recommendations related to objects preservation and display needs; ensuring objects are properly hung, preserved and/or safely stored; and developing policies and procedures related to collections care such as condition reporting, emergency preparation, pest management and loan agreements.

This position also coordinates branch library art gallery display spaces; works with the Friends of the Library and other partner organizations on the acquisition of works; develops and manages the process and operation of lending items in the collection; and makes recommendations to management for best practices related to the collection.

The ideal candidate will have a Master’s Degree in Museum Studies or related field and at least two years of experience in gallery or museum operations, including preservation, display, and cataloging of collections. 

The ideal candidate will have excellent verbal and written communication skills; the ability to organize, present, and communicate messages through design; strong project management and organizational skills; knowledge of fundraising for cultural projects; excellent research skills; and experience with:

• Maintaining accurate records and inventory lists
• Cataloging acquisitions 
• Updating library catalog records related to the items in the collection including digital images of the work
• Conceptualizing and organizing displays
• Collaborating on the development of policies and procedures related to the operations of branch library galleries
• Collaborating with area fine arts organizations to leverage library interests and collections
• Writing press releases and other marketing copy as necessary
• Collaborating on grant writing and other duties related to traveling exhibits

Click HERE to view our Benefits at a glance

Core Competencies

• Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.
• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.

• Plans, develops, organizes and evaluates work processes to ensure the efficient delivery of program services and fulfill program objectives.
• Participates in needs assessment data analysis to assist in developing grant applications to obtain funding for assigned projects.
• Interprets/explains policies, processes, applicable laws, rules, regulations, and guidelines specific to an assigned program to resolve problems, answers program questions, and provides information to current and potential program participants views existing policies, procedures, and directives and recommends changes where necessary.
• Coordinates action where several organizational entities are involved and follows up to ensure that all details and program requirements are met.
• Reviews program operations for compliance, identifies program strengths and weaknesses and areas of non-compliance, and recommends corrective action. 
• Instructs individuals and groups on proper methods and procedures for compliance with program regulations.
• Writes or revises procedural and training manuals and summary reports.
• Conducts orientation, training and presentations for individuals, groups, and organizations.
• Recruits and trains volunteers and program staff and develop work schedules to provide appropriate staff coverage.
• Conducts customer/participant surveys to gather information on program services and customer satisfaction and identify gaps in services.
• Assists in the development of the program budget, monitors expenditures.
• Processes pre-approved expenditures and assists with preparing grant applications.
• Resolves problems encountered during daily operations and determines appropriate solutions.
• Performs other related duties as required.

Job Specifications

• Knowledge of the specific functions, activities, and services provided by the assigned programs and projects.
• Knowledge of applicable laws and regulations governing assigned programs and projects.
• Knowledge of organizational and methods and procedures relating to the effective coordination and administration of assigned programs.
• Ability to plan, organize, coordinate and supervise the work of assigned staff.
• Ability to communicate effectively, both orally and in writing.
• Ability to prioritize work.
• Ability to work effectively with others.
• Ability to follow oral and written instructions and established procedures.
• Ability to organize programs, projects and special events.
• Ability to monitor, oversee and provide guidance to volunteers, assigned staff, clients and customers.
• Ability to maintain files and records and prepare reports and correspondence.
• Ability to use a computer and related software.
• Ability to organize and to multi-task.

Physical Requirements

• The employee is regularly required to talk and hear.
• This position is primarily sedentary. 

Work Category

• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work.

Minimum Qualifications Required

• Graduation from an accredited four-year college or university; AND
• One year of experience directly related to the assigned program; OR
• An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Emergency Management Responsibilities

In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, the County’s Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster.

Additional Job Requirements

A department, depending on the nature of its mission and operations, may require that employees in all or certain positions in this job classification:

1. Maintain the ability to pass the background checks required for the position. These background checks may include but are not limited to:

• Criminal History Background Check using Florida Department of Law Enforcement (FDLE) Criminal Justice Information Services (CJIS)
• Level 1 and Level 2 Background screening (Ch. 435 Florida Statutes)
• Child Abuse, Abandonment and Neglect Record Check using the State Automated Child Welfare Information System (SACWIS)
• Sex Offender and Sexual Predator record check using the list maintained by the Florida Department of Law Enforcement (FDLE)

2. Possess the necessary job-related license(s) or certification(s) that may include possession of a Florida Driver License (Class E) or an applicable Commercial Driver License (CDL).