Special Programs Coordinator

Posted on 07/22/2019

Special Programs Coordinator
Philbrook Museum of Art – Application Deadline: Open until filled

Philbrook Museum of Art is a vibrant cultural institution in Tulsa, Oklahoma that welcomes over 170,000 visitors each year. The main museum is a 1920s Italianate Villa nestled in 25 acres of designed gardens and features selections from the collection of approximately 14,000 objects. A modern wing of the Villa and a satellite location in downtown Tulsa present a dynamic and ambitious program of rotating exhibitions. With artworks from Africa, the Americas, Asia, and Europe dating from 3,000 BCE to today, Philbrook is Oklahoma’s most comprehensive art museum and offers visitors a glimpse into a broad range of cultures, time periods, and perspectives. The diverse collection supports a vision in which museums foster deeper understanding of history, our rich community fabric, and our ever-shrinking world.

Philbrook holds the visitor at the core of its mission, which is to be an essential and exceptional participant in the cultural, educational, and economic life of a growing and diverse community, and to inspire the broadest possible public engagement, access, and service.

Position Overview
Philbrook Museum of Art is seeking a Special Programs Coordinator. This position is responsible for managing the oversight, coordination, and implementation of a portfolio of large long-term and short-term concurrent projects. Projects in this portfolio will be focused on increasing attendance, earned revenue, and individual and corporate underwriting. Coordinate project implementation and communication, as well as demonstrate commitment to an exceptional audience experience. The Special Programs Coordinator is a full-time exempt position at 35 hours a week. Benefits include medical, dental, vision, life and disability, 403(b), PTO, 11 paid holidays, and a museum membership.

Strategy and Management: Collaborate with Senior Manager of Special Programs to coordinate programmatic activities with audience motivations for attendance. Develop and implement audience engagement activities with intent on increasing earned revenue. Manage project costs within budgets and maintain vendor insurances and invoices; submit invoices to accounting for timely processing.

Project Coordination: Collaborate with Senior Manager of Special Programs to strategize the development of a portfolio for long-term and short-term projects with the primary goal of driving tourist, first-time, and repeat attendance to generate earned revenue, and develop contributed revenue opportunities to be funded with support from the Development Team. Primary portfolio projects include: Festival, Friday Night Platforms (including First Fridays, Films on the Lawn, and Cat Video Festival), MIX, and Grand Wine Tasting, as well as approximately 4-8 additional short-term projects to include concerts, social events, rotunda celebrations, seasonal beer garden, food, arts and/or music festival. Provide pro-active leadership of project teams for program implementation. Work closely to communicate and engage support from cross-departmental teams for event and program execution.

Relationship Management, Stewardship, and Communications: Identify and generate opportunities for in-kind support related to programmatic activities. In coordination with Development Team, cultivate strategies for solicitation of in-kind support; solicit in-kind support through asks, proposals, and partnerships as appropriate. Coordinate supporter recognition and, as appropriate, develop effective reports and/or communications to supporters that explain the impact of contributions. Build strong relationships with colleagues, vendors, donors, volunteers, and companies by communicating proactively and maintaining a professional demeanor and positive attitude.

Maintain prompt and reliable attendance to successfully perform job duties.


  • Ability to effectively communicate with internal project leaders while meeting simultaneous department deadlines.
  • Strong written and oral communication skills
  • Strong organizational skills with ability to work on multiple concurrent projects.
  • Ability to work independently and in group settings.
  • Exceptional interpersonal skills with the ability to develop rapport, as well as build and maintain relationships with donors, trustees, members, volunteers, and staff
  • Strong problem-solving skills and ability to be a self-starter
  • Proficient with Microsoft Office products and experience with donor database.

Equivalent Education/Experience

  • High school diploma or equivalent; Bachelor’s degree preferred.
  • Previous experience with organizing and implementing special events to support organizational growth preferred
  • Previous non-profit experience within a museum setting preferred.

Interested candidates should send a cover letter and resume via e-mail to [email protected].