Art Administrative Coordinator
16 days ago
San Francisco
Job Description JOB SUMMARY The Burning Man Project Art Department supports the creation of impactful, interactive artwork in Black Rock City and beyond. The Art Administrative Coordinator plays a key role in program administration and office operations, both in San Francisco and on-site in Nevada. The role involves coordinating logistics, meetings, schedules, and relationships while supporting a wide range of administrative processes. Success in this position requires strong critical thinking, interpersonal skills, and a genuine commitment to administrative work as a vital part of the team. This is a regular full-time role, located in the San Francisco Bay Area. Working hours will be based on Pacific Time. The deadline to apply for this role is 5:00 pm Pacific on March 22nd, 2026. DUTIES & ESSENTIAL JOB FUNCTIONS PERCENTAGE OF TIME SPENT Art Management (25%) • Acts as the Artist Liaison for an assigned portfolio of Honoraria and registered artists, serving as their primary point of contact and providing the necessary guidance to help them successfully develop their work for Black Rock City, • Implements the driving pass process, working with the Art Management team and Artist Liaisons to monitor and manage artist requests and reporting, • Supports events organized by the Art Department such as artist lunch & learns and office hours, • Acts as key member of the Desert Arts Preview production team, • Manages planning and logistics for Art Department Staff Camp, including camper determination and placement, LNT compliance, and coordination with ARTery Ops on power needs, • Facilitates playa document print production for Art managers and volunteer teams (FAST, ASS, ARTerians), • Handles the in/out of SF warehouse and transportation of materials to playa, • Sources and manages the art installed in the ARTery, • Sources and handles the printed art placement map and collaborates on the WhatWhereWhen art map, • Serves as point person for Art Department’s annual thank you card list of volunteers and artists; stamps and signs all Art Dept. cards Grants Management: Honoraria and Temple Grant Programs (20%) • Manages the artist/BMP contract process for the Honoraria and Temple grant programs; acts as liaison between Accounting, Artist Liaisons, artists, and Legal team to finalize documents; ensures accuracy of documents; routes contracts via Docusign for final signatures, • Serves on the Honoraria Letter of Intent review committee, reading and evaluating a portfolio of LOIs, • Manages the collection and formatting of images related to the grant process for committee review and final selection meeting, coordinates with Tech Dept for the slide deck export, • Participates in annual testing of grant forms and review systems (Temple and Honoraria Programs) in coordination with Tech team and Art Department staff, • Provides general administrative support for grant programs, including preparations for Q&A sessions, meetings, and hospitality for Grant Committee meetings Hiring Logistics and Volunteer Management (10%) • Coordinates logistics of the seasonal hiring processes within the Art Department. Partners with hiring managers; submits PANs/PANTs/IC Agreements, • Maintains appropriate current knowledge of internal hiring practices and compensation requirements, in consultation with the People Operations department, • Manages new seasonal hires through the People Ops onboarding checklist, • Supports the departmental volunteer recruitment process, • Supports the management and administration of the ARTerian volunteer team, working with ARTerian VCs and Art Management Specialist to:, • Recruit, vet and onboard new ARTerian volunteers, • Plan and facilitate monthly ARTerian meeting and trainings, • Recommends and purchases appreciation gifts for volunteers and staff Communications (10%) • Supports the creation of presentations for internal and external audiences (Communications, Philanthropic Engagement, BMP Board, BRC Ops Board, external speaking engagements for the Director of Art, etc.), • Reviews artists’ project listings to ensure that they are accurate and edited before they are published to the Burning Man website, • Helps compile art information for The Way It Is, The Survival Guide, and other BMP collateral, • Manages the artists’ space in Hive, Burning Man’s social/educational platform, • Assists with the flow of information between the Art Dept and the Burning Man Communications team related to Burning Man Journal articles and other social media outreach General Administrative (25%) • Provides general administrative support to Director of Art as needed, particularly around drafting correspondence and supporting scheduling, • Coordinates and supports monthly expense report submissions for the Director of Art, • Provides administrative management for Art Department team events, such as planning on- and off-site meetings, and coordinating appreciations for special occasions, • Manages regular data entry and reporting in Salesforce, • Responds where appropriate to inquiries and requests for information from other departments; routes incoming requests to appropriate staff as necessary, • Orders supplies for ARTery Ops and snacks for all ARTery volunteers, • Supports Director of Art with scheduling meetings with internal and external stakeholders, • Assists with organizing and maintaining departmental shared files, discussion groups, and digital assets, • Captures meeting notes via AI for Art Dept meetings as needed On-Playa (5%) • Implements Driving Pass distribution to artists, • Organizes and implements all hospitality events including several toasts, artist appreciation events and other social activities during build week and event week, • Provides support to artists as needed, as their Artist Liaison, • Supports ARTery activities as assigned by the Director, • Insures that the systems, equipment, and meetings on playa are all functioning, • Answers questions from the general public when on front-of-house shift in the ARTery, • Supports Director for meeting attendance, special hosting and tours, and other needs, • Obtains commissary meals for leaders as needed, • Acts as ‘camp host’ for Art Department staff camp; coordinates with ARTery Ops as needed Other Functions and Responsibilities (5%) • Represents Art Department in A-Team (Administrative Team) meetings as needed, • Perform other duties as assigned LEARNING AND TEACHING • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties., • Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes., • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested., • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes. QUALIFICATIONS REQUIRED • 3+ years of administrative support experience, • Bachelor's degree or equivalent experience, • Past attendance and participation at the Burning Man event in Black Rock City, • Located in the San Francisco Bay Area, • Ability to think on feet, problem solve, critically think, and remain calm under stress, • Ability to adjust work schedule seasonally; flexibility to adjust daily workload as needed, • Ability to live and work in the harsh physical environment of the Burning Man event location on the Black Rock Desert of Nevada for ~3 weeks out of every year during August and September, • Excellent time management skills, • Positive and professional demeanor conducive to effectively presenting information and communicating with executives, managers, staff/volunteers, artists, community members, participants, BMP board members, vendors, and the general public, • Ability to work well as a team player, • Excellent oral and written communication skills, • High level of personal integrity with the ability to uphold high standards of confidentiality, • Detail-oriented with strong organizational skills, • Strong ability to manage multiple projects and deadlines, • Ability to take direction from more than one person, manage time appropriately, and prioritize workload as necessary, • Motivated self-starter with an ability to anticipate issues and be proactive in developing effective solutions, • Dedicated to principles of behavior and ethics of the Burning Man organization, • Very comfortable with technology, including knowledge of Google G Suite, MS Office, Salesforce or similar database software, digital image management, • Ability to see a project through from start to finish and deliver results on time PREFERRED • Experience working with volunteers, • Basic Salesforce skills, • Event management experience, • Experience in diverse, innovative, and experimental environments Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application. REQUIRED LICENSES/CERTIFICATIONS • Valid driver’s license and a good driving record. WHAT’S IN IT FOR YOU? We are certain that working for Burning Man Project is unlike any other job on the planet! In addition to the unique opportunity to participate and contribute to our global community and culture within a creative, fun, and inspiring work environment, we’re also thrilled to provide the following: COMPENSATION: Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated salary range for this position is $66,000 to $73,000 annually. ADDITIONAL BENEFITS: • Health benefits: medical, dental, vision insurance for employees and dependents., • Long term disability and life insurance., • 401k retirement plan with voluntary employee contribution., • Accrued vacation and sick time: Up to 10 days vacation per 12 months on assignment., • Additional annual paid time off in accordance with policy guidelines; 7 paid holidays annually, in addition to paid office closure during December 24th - January 1st., • Paid parental and bonding leave., • Communications benefits for remote employees; reimbursement of up to $120/month for home office internet and phone expenses., • Commuter benefit program., • Mental health support, life coaching, financial and legal consultation services through our employee assistance program., • Professional development fund along with unique leadership and learning opportunities., • Equipment and tools necessary to succeed in a remote friendly workplace. PHYSICAL REQUIREMENTS/WORK ENVIRONMENT • Off-playa: Work is primarily sedentary in nature; no special demands are required., • On-playa: Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore, this could include walking or using some form of transportation. Some of the work will be in outside weather conditions and exposed to fumes or airborne particles, as well as possible extremes in temperature. NOTICE FOR ALL APPLICANTS: • Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply., • Burning Man Project 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 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, recall, transfer, leaves of absence, compensation and training. czhtGcwOYN
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