The Manager of Fellowships and Programs reports to the Director of the Helmerich Center for American Research. This position is responsible for developing, coordinating, implementing, and evaluating public programs and fellowship initiatives that connect the Center’s mission, strategies, and core ideas to the Gilcrease Museum collections, contemporary culture, and diverse community audiences. Collaborating with staff and key stakeholders within our institution, this role serves as a key point of contact for the Center and provides administrative support for the Director and HCAR/Gilcrease staff.

Essential Functions (Responsibilities):

Event Strategy and Execution

• Under the leadership of the Director, design, plan, promote, and implement academic and public events in collaboration with our key stakeholders
• Develop an events strategy to enhance the quantity, creativity, and effectiveness of HCAR events and programs
• Manage an annual cycle of events/programs to enrich the community experience for postdoctoral fellows, visiting researchers, staff, and strengthen relationships with the broader Gilcrease/University of Tulsa community
• Coordinate monthly seminars, special lectures, fellow talks, and academic programs
• Organize venues, catering, travel, honoraria, and itineraries for visitors
• Represent HCAR, Gilcrease Museum, and TU at academic and professional conferences

Fellowships Support

• Serve as the primary contact and provide support for residential postdoctoral fellows, visiting short-term fellows, and travel grant recipients
• Work closely with the Director to develop expanded fellowship offerings and cohort opportunities for visiting fellows
• Manage non-academic aspects of fellowships, including housing, scheduling, and orientation
• Administer fellowship application cycles using Interfolio and PeopleAdmin systems, prepare documents for search committees, and respond to applicant inquiries
• Promote fellowship opportunities through online postings, social media, and at conferences

Program Development and Evaluation

• Develop innovative programs that increase attendance, engage community, deepen learning, and generate revenue
• Work with marketing team and staff to maintain a social media presence for HCAR
• Identify contemporary cultural threads that align with the Center’s core stories and mission
• Collaborate with artists, scholars, and guest facilitators to create interdisciplinary and innovative programs
• Collect, analyze, and evaluate programmatic data to revise strategies and improve outcomes

Administrative Support

• Assist the Director in managing calendars and coordinating meetings
• Monitor the Center’s expenditures and reconcile programming budgets
• Manage logistical details including catering, supplies, contracts and payments for fellows, grant recipients, and speakers in collaboration with Liaison for Purchasing at Gilcrease Museum
• Provide administrative assistance on grant projects as assigned by the Director

Special Job Dimensions:

· Occasional work on evenings or weekends for special events

· Occasional travel to academic conferences as an exhibitor

· Ability to work flexible hours as required for programs

Knowledge/Skill/Ability

• Strong organizational and analytical skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office suite
• Working knowledge of contemporary communications technology and social media
• Ability to work independently and collaboratively in a team environment
• High attention to detail and ability to meet deadlines
• Budgeting, billing, and record-keeping experience
• Cultural sensitivity and ability to work with diverse audiences
• Demonstrated creativity in developing new models for programs and visitor engagement
• Special interest in American history, art history, and Gilcrease collection areas
• Ability to communicate effectively at all levels of the organization

Equivalent Education/Experience 

• Bachelor’s Degree required in Art History, History, Visual Arts, Anthropology, Native American studies or a related field
• Strong grounding in history, culture, and creative expressions of North America
• Minimum of 2 years of experience in administrative assistance, program management, or producing public programs in a museum, university, or cultural organization

Multilingual ability, particularly Spanish.

Advanced degree in Art History, History, Visual Arts, Anthropology, Native American Studies or closely related field.

Minimal physical requirements; standard office environment.

The University of Tulsa seeks to recruit and retain talented students, faculty and staff from diverse backgrounds. The University of Tulsa is an affirmative action/equal opportunity employer and encourages qualified candidates across all group demographics to apply. The University does not discriminate on the basis of personal status or group characteristic including, but not limited to race, color, religion, national or ethnic origin, age, sex, disability, veteran status, sexual orientation, gender identity or expression, genetic information, ancestry, or marital status. The University of Tulsa is an Equal Opportunity Employer including Disability/ Veteran.