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Position Detail - Communications & Stewardship Coordinator

Communications & Stewardship Coordinator

Apply now Job no: 493042
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Advancement/ Alumnae Affairs, Communications/ Marketing, Museum/ Fine Arts

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: 8:30am - 5:00pm 

Department Summary & Job Purpose:

The Communications and Stewardship Coordinator is a full-time position at the Mount Holyoke College Art Museum that serves the campus community in vital ways. It is a crucial two-pronged position supporting both communications initiatives and donor stewardship to help advance the mission of the Museum and that of the College.

Application materials must include a cover letter summarizing interests and qualifications, and resume; writing samples upon request.


The Mount Holyoke College Art Museum seeks applications for a full-time Communications and Stewardship Coordinator, a crucial two-pronged position working closely with the Museum Director to communicate the Museum’s varied programming in support of its teaching mission as well as provide coordination and assistance in stewarding the Museum’s membership and donor base. This position requires productive collaboration not only with Museum staff members but with varied partners across the College. The qualified candidate will have stellar written and editorial skills, equipped with the ability to nimbly translate content for different audiences. The qualified candidate will also be a diplomatic and resourceful person who communicates effectively no matter the platform, in a fast-paced mission-driven work environment.

The Mount Holyoke College Art Museum is a dynamic cross-curricular resource for the College through its Teaching with Art program that advances object-based learning with the Art Museum and Skinner Museum collections. Annually the Museum supports approximately 200 class visits, 30 disciplines, 80 faculty, and 2,500 student visits. The Museum mounts engaging exhibitions and offers forward-thinking programs for its campus and surrounding communities. The position of Communications and Stewardship Coordinator requires a firm commitment to the teaching goals of the Museum and the College.

About Mount Holyoke College Art Museum

A dynamic environment of creativity and exploration, the Mount Holyoke College Art Museum (MHCAM) is defined by its innovative program of teaching with art and material culture. The number of faculty and students deeply engaging with original works of art continues to grow each year. Set on the stunning campus of a renowned gender-diverse women’s college, the Museum mounts innovative and interdisciplinary exhibitions to engage with both its campus and local communities.

Founded in 1876, the Mount Holyoke College Art Museum houses a rich and eclectic encyclopedic art trove alongside the Joseph Allen Skinner Museum’s material culture collection, comprising more than 24,000 objects including exemplary Greek, Roman and Egyptian antiquities; art and artifacts from the indigenous Americas; paintings, sculpture and decorative art from Europe and the United States; photography, prints, ceramics and numismatics; and works by women artists. In recent years, the Museum has made significant acquisitions of global contemporary art, including works by Afruz Amighi, Bisa Butler, Ambreen Butt, Martine Gutierrez, Zanele Muholi, Kiki Smith, Alec Soth, Lin Tianmiao, Kara Walker, Carrie Mae Weems and others.

For more information about Mount Holyoke College Art Museum, please visit:


Core Job Duties and Responsibilities: 

    • Manage content creation and distribution of Museum communication materials
      • Draft and edit content for Museum programs, customizing written content for various outlets and audiences, such as monthly Museum eblast mailings, Mount Holyoke College Calendar, College Staff Council newsletter, student facing emails and social media; manage social media strategy in collaboration with Museum colleagues
      • Draft content and manage production of printed biannual calendar of events
      • Manage and develop new content on Museum website, in collaboration with Museum staff and in partnership with part-time Website Manager
      • Gather content, edit, and produce internal Annual Report for Museum archives
      • Collaborate with Museum photographer on event photography and develop shot lists
    • Oversee production of Museum banners, in collaboration with curatorial staff
      • Serve on campus-wide communications group
      • Collaborate with colleagues in the Office of College Relations on stories about Museum for College website and printed College Quarterly magazine
      • Manage distribution and mailing of both printed and digital materials to various constituencies
      • Manage free listings and paid advertising (local/regional/national; print and digital) Oversee production and distribution of press releases and serve as Museum’s external relations liaison, in collaboration with Office of College Relations
      • Draft and send press releases in collaboration with Museum staff and colleagues in the Office of College Relations 
      • Respond to press inquiries in collaboration with colleagues in the Office of College Relations • Serve as primary contact for community-relations and communications requests
      • Pitch stories to artworld press contacts and maintain contact list

    • Provide coordination and support for museum board work and annual membership
      • Support Museum Director in Art Museum Advisory Board stewardship, from coordinating logistics of biannual board meetings to drafting meeting minutes and maintaining board handbook
      • Draft and coordinate biannual membership appeal letter mailings, in collaboration with the Office of College Relations; generate thank-you gift letters
      • Field gift processing queries in collaboration with colleagues in the Office of College Relations
      • Manage Museum membership program in collaboration with Museum Director, Museum’s Financial Coordinator, and colleagues in the Office of College Relations, and maintain membership brochure
    • Support donor stewardship activities and donor cultivation work
      • Manage and oversee production and distribution of printed annual stewardship report; gather content from Museum colleagues, draft content, select images and collaborate with graphic designer on layout and design
      • Assist Museum Director in coordination and logistics of donor cultivation events, such as annual Director’s Circle art tours, in collaboration with hired tour company
      • Produce engaging invitations for various donor-centric events
      • Enter donor activity in College’s database of record, the Ellucian Colleague Advancement platform, regarding donor interactions related to giving, including gifts-in-kind, attendance at events, Museum board meetings, tours, and Director engagement
      • Maintain paper files tracking donor activity
      • Approve credit line with donor names and endowed funds in all printed and digital platforms
      • Draft event briefings for College colleagues
    • Serve as point of contact and coordinator for Alumnae Association collaborations
      • Manage planning of reunion class tours and other reunion offerings in collaboration with Museum staff and College’s Alumnae Association
      • Coordinate special requests from alums for museum tours throughout the year
      • Forecast which reunion classes will require special attention based on dedicated museum philanthropy per class

    • Other duties as assigned
    • Occasional weekend and evening work required


A bachelor’s degree, at least three years of communications, marketing, and/or development experience, at least two years of administrative experience, and:

• Superior interpersonal skills, in order to be diplomatic and effective with Museum donors and all external requests, whether on the telephone, in-person and via email
• Ability to work independently as well as collaboratively on a team
• Proven ability to develop strong working relationships with students, staff, faculty, and Museum donors
• Ability to prioritize, anticipate deadlines, exercise good judgment and manage multiple projects and tasks simultaneously
• Outstanding organizational and problem-solving skills with a strong track record of reliability and efficient follow-through on tasks and projects
• Flexibility and adaptability in a fast-paced environment
• Strong customer service commitment
• Excellent attention to detail combined with creativity and innovation
• Passion and commitment to the Museum’s teaching mission at the College
• Demonstrated commitment to principles of community and diversity, and the ability and desire to work effectively with a diverse constituency
• Ability to carefully follow confidentiality procedures
• Computer literacy and proficiency with Microsoft Office, G Suite, Constant Contact, Canva, and an aptitude for learning new software and features, including but not limited to CRM software and basic database tools

Preferred Qualifications:

• Excellent editorial, written, and verbal skills as well as fluency to draft coherent and concise content for a variety of platforms


Compliance Requirements: 

Physical Demands: 

1. Physical Demands/Work Type
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

2. Physical activity
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone.
• Employee speaks with other employees, students, and alums by telephone, e-mail, or in person on a daily basis.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.

3. Visual Acuity
• Visual Acuity including color, depth perception and field vision.
• Visual Acuity - Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• The employee is required to perform extensive reading.
• Employee is reading and correcting assignments, evaluating student writing, presentations, projects, research assignments, etc.
• Employee operates office equipment and computers to perform essential duties and responsibilities.

Working Conditions: WORKING CONDITIONS*
Standard work week of 8:30am to 5:00pm as well as occasional evening or weekend hours for Museum events

* Consistent with its obligations under the law, the College will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online by application deadline. Application materials must include

1) A cover letter summarizing interests and qualifications

2) A complete resume or curriculum vitae

3) Contact information for 3 professional references

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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