Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Flexible
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Employee Discounts
Paid holidays
Job Description
Gilcrease Museum is a renowned cultural institution dedicated to preserving and exhibiting American art and history. Located in Tulsa, the museum offers a rich collection of artifacts and artwork celebrating the American West and Native American heritage. It serves as both an educational resource and a vibrant community hub, hosting numerous exhibitions, programs, and events throughout the year. The museum prides itself on fostering an inclusive and welcoming environment for visitors, staff, and partners, ensuring that cultural heritage remains accessible to all. As a respected part of Tulsa's cultural landscape, Gilcrease Museum continues to expand its offerings and impact, supporting local, national, and international audiences through its exhibitions and educational initiatives. This commitment to excellence and stewardship highlights the museum's ongoing dedication to preserving cultural artifacts while engaging diverse communities.
The Office Logistics and Facility Coordinator at Gilcrease Museum plays a pivotal role in ensuring the smooth operation of the museum’s administrative and physical environments. This full-time position involves managing a broad range of office operations, from overseeing supply inventory and vendor accounts to coordinating mail and package distribution. The role requires meticulous attention to detail in the maintenance and management of shared office spaces such as conference rooms, copy and print areas, and break rooms. Serving as the primary liaison for office equipment service contracts and vendor relationships, this position ensures that all office-related resources and equipment operate efficiently.
Beyond facility coordination, this role is integral to administrative operations, managing internal calendaring for shared resources and acting as the first point of contact for general inquiries via phone or the museum’s website. The coordinator develops and maintains standard operating procedures to streamline office workflows and supports new employee onboarding by preparing workspaces and coordinating logistics with Human Resources. This role also involves processing purchase orders, tracking invoices, and managing office-related expenses in collaboration with the finance team.
Cross-departmental coordination responsibilities include supporting staff by serving as a resource for process navigation, handling internal meeting logistics for events such as staff gatherings and training sessions, and managing internal communications. The coordinator also liaises with the University of Tulsa administrative offices on shared services, procurement, and campus-wide coordination.
The position demands strong vendor and contract management skills, including monitoring service levels and contract compliance, obtaining competitive quotes for purchases, and maintaining up-to-date vendor contact lists and renewal schedules. This role is vital in maintaining the operational efficiency and collaborative environment of the museum, requiring a blend of organizational aptitude, interpersonal skills, and operational expertise. Gilcrease Museum values professionals with a proactive approach and a commitment to supporting a dynamic cultural institution through a variety of administrative and logistical functions. This employment opportunity offers a chance to contribute to the legacy and continued success of a prestigious museum.
The Office Logistics and Facility Coordinator at Gilcrease Museum plays a pivotal role in ensuring the smooth operation of the museum’s administrative and physical environments. This full-time position involves managing a broad range of office operations, from overseeing supply inventory and vendor accounts to coordinating mail and package distribution. The role requires meticulous attention to detail in the maintenance and management of shared office spaces such as conference rooms, copy and print areas, and break rooms. Serving as the primary liaison for office equipment service contracts and vendor relationships, this position ensures that all office-related resources and equipment operate efficiently.
Beyond facility coordination, this role is integral to administrative operations, managing internal calendaring for shared resources and acting as the first point of contact for general inquiries via phone or the museum’s website. The coordinator develops and maintains standard operating procedures to streamline office workflows and supports new employee onboarding by preparing workspaces and coordinating logistics with Human Resources. This role also involves processing purchase orders, tracking invoices, and managing office-related expenses in collaboration with the finance team.
Cross-departmental coordination responsibilities include supporting staff by serving as a resource for process navigation, handling internal meeting logistics for events such as staff gatherings and training sessions, and managing internal communications. The coordinator also liaises with the University of Tulsa administrative offices on shared services, procurement, and campus-wide coordination.
The position demands strong vendor and contract management skills, including monitoring service levels and contract compliance, obtaining competitive quotes for purchases, and maintaining up-to-date vendor contact lists and renewal schedules. This role is vital in maintaining the operational efficiency and collaborative environment of the museum, requiring a blend of organizational aptitude, interpersonal skills, and operational expertise. Gilcrease Museum values professionals with a proactive approach and a commitment to supporting a dynamic cultural institution through a variety of administrative and logistical functions. This employment opportunity offers a chance to contribute to the legacy and continued success of a prestigious museum.
Job Requirements
- Ability to sit for extended periods and work at a computer for the majority of the workday
- Ability to lift and carry office supplies and materials up to 30 pounds
- Ability to move throughout the museum campus including between buildings and floors
- Occasional availability outside standard business hours for events or operational needs
Job Qualifications
- Minimum three years of office management or senior administrative experience in a multi-departmental organization
- Demonstrated ability to manage competing priorities and exercise sound independent judgment
- Strong proficiency with Microsoft Office Suite, Google Workspace, or equivalent
- Experience managing vendor relationships, processing purchase orders, and tracking budgets
- Professional demeanor with ability to interact appropriately with staff at all levels
- Excellent organizational skills with a record of creating and improving systems and procedures
- High degree of discretion and ability to handle sensitive information confidentially
- Preferred five or more years of progressive office management experience
- Experience in a museum, cultural institution, university, or nonprofit environment
- Familiarity with university or institutional procurement processes
- Experience supporting an organization through growth or operational change
- Associate’s degree or equivalent professional development in business administration or related area
Job Duties
- Manage office supply inventory, ordering, and vendor accounts for administrative and shared-use materials across all departments
- Coordinate mail and package receiving, sorting, and distribution
- Manage outgoing shipments and courier services
- Oversee shared office spaces including conference rooms, copy/print areas, break rooms, and staff common areas
- Ensure spaces are stocked, functional, and maintained
- Serve as the primary point of contact for office equipment vendors, service contracts, and maintenance scheduling
- Coordinate with the Facilities Manager on building maintenance requests, space configuration changes, and office moves
- Manage internal calendaring for shared resources
- Answer and direct phone calls from the museum’s general line and respond to website messages
- Develop and maintain standard operating procedures for office tasks
- Coordinate new employee onboarding logistics
- Process purchase orders, track invoices, and reconcile office expenses
- Maintain administrative filing systems
- Serve as a resource for staff across departments for internal processes
- Coordinate internal meeting logistics including room setup, AV, catering, and materials
- Support internal communications including staff announcements and notices
- Liaise with University of Tulsa administrative offices
- Manage relationships with office services vendors and monitor contracts
- Obtain competitive quotes and make procurement recommendations
- Maintain vendor contact lists and contract renewal calendars
Job Criteria
Experience
Expert Level (7+ years)
Job Location
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