Operations Specialist

Job Description The Operations Specialist provides leadership for the VPA Warehouse Gallery, supporting contemporary arts exhibitions, interdisciplinary programming, and community engagement, developing exhibitions, educational programs, and public initiatives supporting the College’s mission, student learning, and faculty scholarship. The Operations Specialist oversees daily Gallery operations, including exhibition planning, program coordination, budget administration, facilities oversight, and risk management, collaborating with faculty, students, leadership, and external partners to foster artistic excellence and community engagement. As lead coordinator for exhibition installation, the Operations Specialist works with artists, faculty, students, and contractors ensuring professional handling and display of artwork, while overseeing exhibition logistics, student supervision, resource management, facility stewardship, safety, and security. As primary administrator, the Operations Specialist works with college leadership to advance the Gallery’s educational, creative, and public engagement goals. Education and Experience Arts Management or related field required. Master’s degree preferred. Three to Five years of progressively responsible professional experience in a gallery, museum, arts center, higher education setting, or comparable culture. Skills and Knowledge Proficiency with Microsoft Office Suite, Google Workspace, database systems, and project management software. Experience with Adobe Creative Cloud and familiarity with exhibition design software such as SketchUp preferred. Knowledge of gallery and museum practices, including art handling, exhibition installation, lighting, fabrication methods, collections care, and facility operations. Ability to work independently while managing multiple priorities and deadlines. Responsibilities Gallery Operations and Program Management Coordinate and manage the planning, scheduling, and implementation of exhibitions, installations, and public programs. Lead the preparation, installation, deinstallation, and presentation of exhibitions, including artwork handling, layout planning, lighting, signage, fabrication coordination, and exhibition logistics. Work directly with artists, faculty, students, lenders, and contractors to ensure the professional installation and presentation of exhibitions in accordance with accepted gallery and museum standards. Coordinate annual exhibition and programming schedules, including faculty, student, alumni, and visiting artist exhibitions. Develop and maintain operational procedures and standards for gallery activities and space utilization. Oversee gallery operations, facility maintenance, safety, security, and compliance with University policies and procedures. Supervise, train, mentor, and evaluate graduate and undergraduate student employees; develop training materials and operational guidelines. Monitor and assess exhibition, program, and visitor engagement outcomes and prepare reports as needed. Marketing, Communications, and Documentation Collaborate with VPA Communications to coordinate marketing, publicity, audience engagement, and social media efforts. Oversee documentation of exhibitions and programs through photography, video, digital content, and archival records. Maintain and expand the Warehouse Gallery presence on Bloomberg Connects and other digital platforms. Develop promotional materials and exhibition content that support engagement, recruitment, fundraising, and institutional visibility. Maintain gallery archives, exhibition records, and related historical documentation. Outreach, Partnerships, and Community Engagement Build and maintain relationships with faculty, students, alumni, artists, museums, cultural organizations, and community partners. Represent the Gallery at University and community meetings, events, and professional activities. Support fundraising, sponsorship, and grant-related activities in collaboration with College and University partners. Coordinate collaborative projects and engagement initiatives that support the mission of the Gallery and College. Assist with artist visits, exhibition receptions, lectures, workshops, and other public programs. Administration and Financial Management Administer and monitor the Gallery operating budget in coordination with College and University budget offices. Manage contracts, honoraria, purchasing, reimbursements, travel arrangements, procurement activities, and related financial processes. Maintain financial records and ensure compliance with University policies and fiscal procedures. Assist with budget planning, reporting, and resource management activities. Coordinate facility scheduling, equipment inventories, and operational resource needs. Physical Requirements NA Tools/Equipment NA About Syracuse University Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience. The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit About The Syracuse Area Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal. EEO Statement Syracuse University is an equal-opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities. Commitment to Supporting and Hiring Veterans Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class‑leading initiatives focused on making an SU degree accessible and affordable to the post‑9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members. Commitment to a Respectful and Welcoming Community Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect. #J-18808-Ljbffr