We are hiring an Operations Coordinator!

Job Title: BAXTER ST Operations Coordinator

Organization: BAXTER ST at The Camera Club of New York 

Website: www.baxterst.org

Location: New York, NY 

Title: Operations Coordinator 

Education: 4-Year Degree 

Position Level: Coordinator 

Position Type: Full Time Permanent 

Salary: $50,000

Position Summary

BAXTER ST, one of New York’s oldest lens-based arts nonprofits, is dedicated to supporting underrepresented, lens‑based artists through exhibitions, public programming, residencies, and special events. The Operations Coordinator will ensure the gallery is a well-maintained, welcoming, and operationally organized environment. This role handles daily administrative and physical upkeep of the space, supports exhibition and program logistics, and manages the execution of special events. 

The ideal candidate for this role is detail‑oriented, proactive, and passionate about creating exceptional visitor experiences, while supporting BAXTER ST’s mission of nurturing contemporary photography. 

Key Responsibilities

Gallery Operations

• Welcome all visitors, including artists, public audiences, donors, and partners and provide information about current exhibitions and programs.
  
• Maintain a clean, organized, and inviting gallery environment at all times, including light cleaning, space resets, and coordinating with cleaning services.
  
• Oversee gallery maintenance to ensure proper lighting, signage, climate control, and general functionality.
  
• Support gallery hours, public programs, and openings with occasional evenings/weekends.
  
• Manage artwork sales (both from gallery shows and fundraising auctions): track inventory, invoice clients, coordinate fulfillment, and ensure artists’ receive their portion of sales
  

Special Events Operations

• Lead operational planning and onsite management for exhibition openings, donor cultivation events, book signings, and major fundraising benefits (e.g., annual donor events). Includes coordinating overall event calendar, run of show, space setup/breakdown, guest registration, and capacity management.

• Manage all event logistics: rentals, vendors (catering, AV), permits, insurance, signage, and supplies.
  

Administrative & Financial Coordination

• Prepare event and program budgets, track expenses, process invoices, and collaborate with the Bookkeeper to support financial oversight and nonprofit compliance.
  
• Maintain accurate records for events, exhibitions, gallery operations, and supplies.
  
• Manage ordering and inventory of gallery and office materials.
  
• Serve as liaison with service providers, including but not limited to property landlord, insurers, contractors, and vendors.
  

Executive and Board Support

• Provide administrative support to the Executive Director, including scheduling, calendar management, and preparation of meeting materials.
  
• Assist with coordinating logistics for board meetings, including assembling board packets, taking notes as needed, and managing board communications and documents.
  
• Help maintain organizational records, filing systems, and other administrative workflows that support leadership and governance.
  
• Provide ad hoc administrative support for Executive Director-led initiatives and communications.

Intern and Volunteer Coordination

• Aid in the recruitment, onboarding, and scheduling of interns and gallery/event volunteers.

• Provide clear task direction and supervision during gallery operations and events.

Qualifications

• 1–3 years of experience in gallery operations, event coordination, arts administration, or similar nonprofit environments.
  
• Strong commitment to fostering welcoming, customer-facing operations and upholding a professional space.
  
• Proactive organization and logistical management skills.
  
• Comfort with light cleaning, maintenance, and space prep duties.
  
• Experience with financial tools (QuickBooks or similar), basic budgeting, and invoicing.
  
• Proficient in Microsoft Office and/or Google Workspace.
  
• Excellent communication, interpersonal skills, and ability to multitask autonomously and collaboratively.
  
• Passion for contemporary photography and alignment with BAXTER ST’s mission
  

Core Competencies

• Strong public engagement skills and warm, professional presence.
  
• Excellent organizational capacity with high attention to detail
  
• Operational excellence in planning and executing events and gallery duties
  
• Adaptability in a dynamic arts environment with shifting program schedules
  
• Proactive problem-solver with integrity and accountability
  
• Commitment to fostering cultures of belonging amongst staff, artists, and the public.
  

Please send application materials, including a cover letter that explains your interest in working at BAXTER ST, your skills relevant to this position, and why you want this position, along with your CV  to jobs@baxterst.org.