New Career Opportunity: Art Program, Stanford Health Care
Spring 2023 Project Coordinator, Art Program
Planning, Design + Construction Supplemental Job Description
To apply for the position, please follow this link.
About the Art Program at Stanford Health Care
Since the mid-1980s, the Stanford Hospital has integrated art into its facilities in recognition of the invaluable role that art can play in creating a nurturing and supportive environment for healing. Started by a group of dedicated volunteers, the art program is designed to provide comfort, reflection, and inspiration for patients, their families, and staff. The art program has expanded and evolved to be integrated into all outpatient and inpatient facilities throughout the Stanford Health Care (SHC) system while supporting the overall goal of SHC: Healing humanity through science and compassion, one patient at a time. The art collection has grown to include nearly 3000 works of art as well as several site-specific commissions. To help establish and maintain standards of excellence, there is an all-volunteer Art Commission who focuses on the art for the inpatient facilities. A dedicated staff of three and an art consultant oversees the planning, implementation, and maintenance of the art across all of the SHC out-patient facilities and works with the Art Commission on the inpatient facilities. Over the next ten years, it is expected that the art collection with double in size with expanded facilities throughout the Bay Area. SHC currently seeks to fill the newly created administrative position within the art program team: Project Coordinator, Art Program. Job
Description
The Project Coordinator, Art Program is an essential member of the Art Program Team to ensure the highest standards for the administration, planning, care and integration of art throughout the SHC facility network. Specific responsibilities are detailed below:
- Coordinates the day-to-day administrative efforts related to programming, planning, design, and activation of art projects for SHC Art Program team, reporting to the Senior Project Manager, Art Program
- Manages and maintains database and department files
- Manages vendor relations, including coordination of all billings and payments
- Conducts art research to support collection engagement
- Assists with administrative team needs
Essential Job Requirements
Artwork Acquisitions and Collection Coordination:
- Oversee acquisition of approved artwork, including collecting and processing vendor paperwork, invoices, organizing shipment
- Oversee and track agreements, invoices, budgets and timeline for installation and framing vendors
- Assist Team with all administrative needs of offsite storage units
- Participate in Art Program team’s ongoing research on artwork and artists in the collection
Database Maintenance:
- Oversee the database (EmbARK) and maintain artwork location tracking system, including inputting new data and all updates
- Serve as liaison between SHC IT and EmbARK (Gallery Systems Inc.) to manage all updates and upgrades, requests, contracts, training, and maintenance
- Responsible for generating database reports
- Oversee collection insurance requirements including providing ongoing updates and valuation process
Education, Outreach and Communication:
- After each installation, draft and format detailed artwork checklist to project user group
- Coordinate inquiries for visual documentation and information requests on the Art Collection
- Oversee label production: back labels and display labels
- Support public programs and events associated with the Art Program
- Create temporary signage as needed
Maintenance Coordination:
- Assist with scheduling all artwork de- and reinstallation for maintenance purposes
- Help coordinate annual cleaning and conservation schedule
- Request and process all annual vendor agreements, invoices and required documentation
- After each project installation, provide necessary maintenance guidelines to site facilities team
Development and Donor Relations:
- Serve as a support to the Art Commission members and activities, including scheduling meetings, and preparing materials. For each meeting, arrange for room set-up, catering, preparation of materials, and follow-up meeting minutes.
- Support art and financial donation process
- Serve as point of contact for individuals interested in donating art to SHC — track all gift offers, oversee all correspondence, prepare documents for Art Program team and/or Art Commission review
- Facilitate and assist with completion of donation paperwork
- Maintain records of works reviewed and considered
Administrative and Finance:
- Provide general administrative support to the Art Program Team
- Create and maintain timelines for all assigned responsibilities, including workflow, priorities, and budgets
- Track the status of artist contracts, including schedules and milestone payments
- Assist with team budget management and project schedules
- Assist with interdepartmental communication
Education Qualifications
- Extensive knowledge of contemporary art
- Arts related Bachelor’s degree preferred
Experience Qualifications
- Progressively responsible and directly related work experience, 3-5 years preferred
- Excellent communication and project coordination skills
- Expert skill-level in using Microsoft products (Word, Excel, PowerPoint, etc.)
- Knowledge of EmbARK collections management system preferred
Required Knowledge, Skills, and Abilities
- Ability to communicate vetted information at all levels of the organization and with internal/external vendors
- Ability to be highly focused while managing multiple tasks and projects simultaneously across various platforms
- Ability to understand information flow and solve problems under pressure
- Ability to adapt and troubleshoot in a unique and quickly changing, fast-paced environment
- Expert with Outlook scheduling, web ex, telepresence, and other technology
- Experience working in a team environment
- Problem solver and problem finder with critical thinking skills
- Demonstration of advanced written, verbal communication and facilitation skills
- Read, understand, comprehend instructions with minimal directions
- Understand and respond to multiple work/management styles
- Resource management/utilization knowledge in projects
- Financial and business acumen
For further information regarding this new career opportunity, please feel free to contact:
Rachael Buchwald
Senior Project Manager, Art Program
Stanford Health Care
650-407-9019
[email protected] Connie Wolf
Consulting Program Director, Art Program
Stanford Health Care
415-225-8413
[email protected]