Job Description

About the Clark

The Clark is a leading cultural institution and actively seeks employees who are energized and motivated by its dual mission as an art museum and a center for research and higher education, dedicated to advancing and extending the public understanding of art. The Clark’s mission and its geographical location define three essential aspects of its character and identity: the quality of its art, the beauty of its pastoral setting, and the depth of its commitment to the generation of ideas. Clark employees enjoy the opportunity to live and work in the Berkshires of Western Massachusetts, a place of rich natural beauty, a dynamic environment defined by its deep cultural resources, and a region that is growing as both a center of innovation and a major tourist destination.

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Position Summary
The Project Coordinator will provide comprehensive administrative and technical support for construction projects on the Clark’s campus, including the addition of a new wing, renovation of an existing facility, and other projects currently in planning Reporting to the Chief Operating Officer/Chief Financial Officer, and working closely with the external Owner’s Representative and internal stakeholders, the coordinator will ensure the smooth flow of information, coordination of tasks amongst the Clark’s staff, and organization of project-related materials, such as architectural drawings, reports, and other documents. This role requires strong organizational, communication, and multitasking skills, with a focus on supporting project management processes to meet critical deadlines and deliverables. This is a two-year, term-limited project position with the possibility of an extension.

Key Responsibilities

• Document Management: Organize, file, and maintain project materials, including architectural drawings, reports, photos, and correspondence, ensuring accurate record keeping and timely retrieval.
• Archiving: Collaborate with the Archivist to archive all project materials in an organized and accessible manner.
• Liaison Support: Act as a point of contact between the external Owner’s Representative and internal stakeholders, coordinating requests and communications as needed.
• Reporting: Prepare reports, transcribe meeting notes, and draft correspondence related to the project. Ensure the duplication and distribution of documents as required.
• Research: Conduct research as assigned, report findings, and participate in discussions with stakeholders to facilitate informed project decisions.
• Scheduling: Coordinate and schedule meetings, attend project-related meetings, and take detailed meeting notes when appropriate.
• Administrative Tasks: Provide general administrative support, including answering emails and calls, drafting correspondence, and responding to information requests.
• Other Special Projects: Support internal stakeholders on other internal special projects as needed. 

Qualifications 

• Bachelor’s degree or equivalent experience in project management, architecture, engineering, or related field. 
• Minimum two years of experience in project coordination, preferably in an architectural, construction, or museum setting. 
• Strong organizational skills and attention to detail. 
• Excellent communication and writing skills.
• Proficiency in Microsoft Office Suite and familiarity with project management software. 
• Ability to work both independently and collaboratively in a fast-paced environment.

The Clark considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.

Minimum Starting Hourly Rate: $25.50

Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, or climbing stairs on construction sites.
• Ability to lift and carry materials or documents weighing up to 20 pounds.
• Dexterity to handle tools or technology such as laptops, tablets, and construction plans.
• Visual acuity to read plans, diagrams, and assess site conditions.

Work Environment: The work environment is a mix of indoor office settings and outdoor construction sites. Specific conditions include:

• Regular visits to active construction sites, which may involve exposure to varying weather conditions, loud noise, dust, and uneven terrain.
• Office work in a collaborative environment with frequent use of standard office equipment (e.g., computers, phones, printers).
• Adherence to safety protocols and use of personal protective equipment (PPE, provided by the Clark) on construction sites.
• Interaction with contractors, architects, engineers, and project stakeholders in a variety of settings.
• Flexibility to adapt to changing project needs, including occasional extended hours or weekends, may be required to meet deadlines.

Employment at the Clark is contingent on the verification of background information submitted by the applicant.

The Clark is an equal opportunity employer, and is committed to the principles of diversity, equity, inclusion, and accessibility (DEIA). We strongly encourage applications from individuals from all identities and backgrounds.

The Clark provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression or transgender status, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

The Clark considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.

 

Department: Administration
This is a project position

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