Career Opportunity at McIntosh Gallery

Gallery Operations Officer (Administration and Engagement)
Job ID: 37012
Full-time, Permanent
Salary Grade: 14

Application Deadline: October 27, 2024, at 11:59pm EDT

The Position

The Gallery Operations Officer (Administration and Engagement) is a multi-functional role with a wide range of key responsibilities that support all aspects of operations for McIntosh Gallery (MAC). They work closely with the Director, supporting the daily operations of the gallery and ensuring all staff have the resources necessary to succeed through operational efficiencies. The position carries out a wide range of administrative, human resources, financial, and engagement duties, ensuring they are carried out in compliance with all of Western’s relevant administrative policies and procedures, and is responsible for the integration of administrative functions while supporting the evolving information technology requirements of gallery operations. The position supports the development and implementation of short and long-term business strategies and objectives and engagement opportunities that foster strong relationships with the university and broader community. The role will assist in the resolution of administrative issues, monitor and manage physical and financial resources, and will make meaningful contributions to all aspects of the gallery’s life, acting as an ambassador for the MAC at all levels of internal and public engagement.

McIntosh Gallery

A university-based, public art gallery since 1942, McIntosh Gallery collaborates with artists, curators and academics to develop innovative strategies to interpret and disseminate visual culture. Exhibitions, educational programs and special events provide a platform for engagement with visual art, artists and community. McIntosh Gallery is a centre for the presentation and dissemination of advanced practices and research in the fields of art history and contemporary visual art. The gallery is committed to serving the students, faculty and staff of Western University and the broader community of the City of London as a teaching and research resource. Ongoing programs and services actively promote innovative projects in the production, exhibition, interpretation and collection of visual culture.

Key Accountabilities

• Ensures all administrative, human resources, and financial functions and processes are implemented in adherence with relevant legislation, and University policies and procedures
• Ensures the efficient and effective use of McIntosh Gallery’s human, financial and physical resources and supplies
• Responsible for daily financial activities including accounts payable/receivable transactions, interdepartmental billing, petty cash management, processing and generating invoices, reconciling Mustang Market purchases, reconciling P-card expenses, processing statements for department Director approval, journal entries, and performing general ledger inquiries
• Monitors financial statements in accordance with the gallery operating budget and investigates discrepancies
• Processes departmental expense reimbursements for staff, visiting artists, curators and other contracted professionals
• Assists in the annual budget cycle, and day to day monitoring of budget groups
• Works with the Director and staff to prepare financial and statistical data for grant applications and reports
• Supports grant and funding applications as required and maintains all grant files including applications, reporting and recognition requirements
• Responsible for CADAC input both financial and statistical
• Works with the Director in the development of annual budgets, forecasting, and supports other staff in developing, forecasting, and reporting requirements
• Coordinates and provides support for various HR functions in adherence to all collective and employee agreements, relevant legislation, and university policies and procedures
• Supports recruitment of new staff which includes posting opportunities, participation in interview process, and facilitating the administrative on-boarding requirements of all new employees
• Provides leadership and supervision to visitor services staff, relevant contract staff (i.e. Outreach Coordinator), relevant YCW students, volunteers and student interns
• Manages payroll submissions and monitors hours of work for part time and casual employees as required
• Maintains all personnel records including contracts, vacation, and sick day register
• Recruits, supervises, monitors, evaluates, and trains visitor services staff, student interns and work study participants, YCW staff, casuals, and volunteers.
• Develops monthly work and event schedules for visitor services.
• Manages and collects required stats
• Looks for and implements opportunities to enhance the visitor experience
• Recommends, develops, implements, and manages relevant and approved engagement projects, programs and events with an eye to increasing overall engagement with the Gallery
• Recruits, supervises, monitors, evaluates, and trains relevant contract staff and summer students
• Researches, recommends and supports engagement opportunities (on campus and in community) that further the McIntosh goals and priorities and align with Western’s key priorities (including high school SHSM projects, Rn’ART events, ONS projects, donor thank you and cultivation events, and student enriched learning opportunities)
• Works with the artistic team to develop creative and innovative strategies to increase engagement
• Provides logistics support for off-site curatorial projects and gallery events
• Assesses feedback and statistics to support decision making regarding outreach and engagement opportunities
• Liaises with various university departments, including the Office of the President Western Technology Services, etc., to ensure gallery requirements are addressed
• Develops and manages the Gallery Operations Handbook updating gallery policies, procedures, administrative systems, and templates as required
• Recommends and implements strategies, internal policies and processes, software applications, etc., that promote continuous improvement in daily operations by increasing efficiencies
• Participates and leads relevant organizational committees and records, circulates, and files minutes of gallery staff and advisory committee meetings
• Supports and monitors gallery compliance with Western University policies and procedures
• Provides administrative support for the ArtShare program including annual billing, waitlist management, and annual inventory
• Coordinates appropriate travel and accommodation for visiting artists, curators, and academics as required
• Provides front line support, assists with the resolution of issues, and coordinates the responses to all inquiries including managing the gallery’s main phone line and general email responding to external inquiries
• Actively fosters a positive workplace culture in line with the galleries and Westerns purpose and values, and develops trusting and respectful relationships with staff, volunteers, students, faculty, and the broader community
• Participates in identifying and removing barriers and elevating inclusion

To Apply

Interested candidates can apply online through Working at Western via recruit.uwo.ca.

McIntosh Gallery
Western University
1151 Richmond St.
London, ON N6A 3K7
(519) 661-3181
mcintoshgallery@uwo.ca

www.mcintoshgallery.ca
Instagram | Facebook