Job Posting 

Job Title: Assistant Manager of Operations at MoMA PS1

Museum/Organization: MoMA PS1, New York

MoMA PS1 is devoted to today’s most experimental, thought-provoking contemporary art. Founded in 1971 as P.S.1 Contemporary Art Center, it is the first nonprofit arts center in the US devoted solely to contemporary art. Recognized as a defining force in the alternative space movement, MoMA PS1 stands out from other major arts institutions through its distinctive approach to exhibitions and direct involvement of artists. In 2000 The Museum of Modern Art and P.S.1 Contemporary Art Center merged, creating the largest platform for contemporary art in the US—and one of the largest in the world. Ten years later P.S.1 was renamed MoMA PS1 to better reflect its relationship with The Museum of Modern Art. Functioning as a living, active meeting place for the general public, MoMA PS1 is a catalyst for ideas, discourses, and new trends in contemporary art

Position Summary

The Assistant Manager of Operations at MoMA PS1 assists the Associate Director of Operations in elevating and maintaining a high standard of professionalism and excellence in overseeing, managing, and coordinating all aspects of museum operations across a unique campus and a historical building. Primary responsibilities include supervising maintenance staff, assisting with security and safety management, coordinating building operations and projects, and providing support on department administration. The Assistant Manager of Operations should be able to work weekends and late-night museum-wide events, and a regular schedule of Wednesday to Sunday.

To apply for this position please send your resume and cover letter to [email protected] and include “Assistant Manager of Operations” in the subject line 

MoMA PS1 is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, national origin, creed, disability, marital status, sexual orientation or political affiliation. 

This position is permanent, full-time, and exempt. Salary is commensurate with experience and previous compensation. Benefits include 20 days paid vacation leave, 10 days paid sick leave, 10 paid holidays, and 3 paid personal days, participation in a 401(k), life insurance, medical/health (including visual and dental) and pension plan.

Please be advised that due to the high volume of applicants, we are only able to contact those candidates whose skills and background best fit the needs of the open positions. Thank you for your interest in employment opportunities at MoMA PS1. 

Supervision 

The Assistant Manager of Operations reports to the Associate Director of Operations, and actively participates in the management and supervision of the Maintenance Technicians and Maintainers. The Assistant Manager of Operations manages full-time and part-time maintenance staff.

Responsibilities
A. Supervise maintenance staff
1. Proactively manage and supervise the work of the museum’s unionized maintenance staff to ensure that tasks are completed in a timely and satisfactory manner, including providing direction, guidelines, feedback, and training, and observing and reporting any trends and issues to the Associate Director of Operations.
2. Conduct daily maintenance staff shift briefings to ensure coordination and communication between day and evening shifts, and clarity of expectations and priorities.

3. Create checklist for staff based on on-going duties, specific work orders and project assignments, and monitor timely progress and completion.
4. Coordinate and build maintenance staff schedules to ensure appropriate coverage and staffing levels for wide range of museum operations, programs, and events that may have concurrent, changing, and conflicting timelines.
5. Perform payroll responsibilities including tracking and updating timecards, scheduling, approving or coordinating time off requests and maintaining
procedures related to staff PTO.
6. In depth understanding of the union’s Collective Bargaining Agreement, and ability to execute articles of the agreement in practice.
7. Perform supervisory duties in maintenance department as needed and required, including but not limited to recruiting and hiring, evaluating performance, disciplining, recommending changes in pay rates, job classifications, and employment status, and participate in meetings with union representatives as needed.
B. Coordinate on-going building operations and building support for programs, projects, and events
1. Assist in management of operations requests by other departments, especially including reviewing and prioritizing needs, scheduling and assigning work, ensuring satisfactory and timely completion of work, and liaising with staff.
2. Assist in management of all routine and exceptional maintenance and repair work and projects throughout museum facilities and campus, including regularly inspecting systems, examining and assessing issues as required, identifying needs, researching vendors, obtaining estimates, scheduling and supervising work, and reviewing and processing invoices.
3. Assist with event planning and logistics by participating in regular event and production meetings.
4. Coordinate with multiple departments to help plan and organize operational event needs ensuring setup is complete by the predetermined time.
5. Schedule and assist with event vendor needs including loading dock, electrical, potable water, etc.
6. Creates and oversees maintenance production schedule to ensure needs for events and programs are met and planned proactively.
7. Liaise with café and bookstore third party operators on maintenance and operations requests, needs, and issues.
8. Assist in management of museum-wide storage of supplies, equipment, and materials, including assigning and organizing storage areas, and direct disposing of obsolete items.
9. Maintain inventory of maintenance and operational supplies, materials, and equipment, including ensuring adequate levels for normal operation and
anticipating and planning for extraordinary needs.

10.In conjunction with the Associate Director of Operations and the Director of Exhibitions guide and direct gallery maintenance, including non-art work related cleaning, paint touch up, bulb replacement, and minor repairs.
11.Assist in management of small-scale and routine construction projects, including annual terrace canopy and dome installation and deinstallation, and periodic minor building alterations, and perform other building operations project management duties as needed and assigned.
12.In conjunction with the Associate Director of Operations, maintain training and certification on building and operations equipment and systems as needed.
13.In conjunction with and as directed by Associate Director of Operations, respond to off-hour emergencies.
C. Assist with security and safety management
1. Assist in management of security staffing and operations, including participating in regular event and program logistics meetings, helping to oversee security manager at events and programs,
2. Coordinate with departments security needs and produce scheduling that ensures appropriate coverage and staffing levels for a wide range of museum operations, programs, exhibitions, and events that may have concurrent, changing, and demanding timelines.
3. Coordinating staff ID badges and keys, including working with HR and department manager to identify needs for new employees, working with MoMA security to issue regular badges and programmatic badges, assist in tracking badges and keys, and in collecting badges and keys from departing employees.
4. Assist security staff in responding to, documenting, and reporting security and safety incidents, including those involving the public, staff, art work, or building while adhering to museum policies and procedures.
5. In close coordination with the Associate Director of Operations, cooperate with fire department, law enforcement, medical, and other public safety officers, including accompanying such officers on inspections, providing requested information, and serving as liaison in absence of Associate Director of Operations or Chief Operating Officer.
6. Ensure that maintenance staff maintain training and certification on life and fire safety.
7. Provide other security and safety management assistance as needed and assigned.
8. Function as Operations Management point of contact during museum events or programs in the absence of the Associate Director of Operations.
D. Assist with department administration
1. Provide full range administrative support for department, including but not limited to assisting with budget planning and management, scheduling services, reviewing and processing invoices, quarterly building audits, and maintaining files.
2. Provide department leadership and serve as primary department liaison to other departments in absence of Associate Director of Operations.

3. Facilitate department administration in other ways as needed and assigned.

Qualifications
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
1. Minimum of four years’ experience in progressively responsible roles in arts or cultural organizations, or comparable combination of experience and substantial knowledge of museums, and building facilities.
2. Bachelor’s degree in arts administration, museum studies, engineering, business or related area of study.
3. Experience supervising unionized workforce.
4. Proven skill in leading by example, supervising, training, and effectively improving staff performance, as well as adapting work flows and procedures to improve efficiency, collaboration, and service.
5. Demonstrated ability to prioritize and manage time, multitask, take initiative, and meet deadlines in fast-paced environment with frequently changing and conflicting deadlines.
6. Ability to converse technically and negotiate with, as well as direct and supervise, work of wide range of vendors, including engineers and technicians, regarding museum systems and operations.
7. Ability to work independently with minimal or little supervision.
8. Basic understanding of electrical, plumbing, HVAC, and other mechanical systems.
9. Ability to focus on specific tasks on hand without losing sight of larger institutions
goals and priorities.
10.Ability to work productively and collaboratively with all levels of management and support staff, and maintain highly professional and positive attitude in a dynamic and creative setting.
11.Strong organizational ability, analytical skills, and attention to detail.
12.Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters.
13.Availability to work nights, weekends, and holidays, as needed, and to respond to emergency situation on an “on call” basis.