Operations and Security Coordinator at Pennsylvania Academy of the Fine Arts in Philadelphia, PA, USA

Job description

• The Operations and Security Coordinator serves as a lead operational resource responsible for coordinating and executing PAFA's campus security and select operational functions. Reporting to the Chief Operations Officer (COO), this role plays a critical part in ensuring a safe, secure, and well-managed campus environment.
• This position operates with a high degree of independence, coordinating vendor performance, supporting incident response, and driving execution of operational standards across security, housekeeping, and event support functions.

Responsibilities

• Coordinate and oversee daily security operations, ensuring proper staffing, coverage, and adherence to protocols.
• Serve as the primary day-to-day point of contact for contracted security and housekeeping providers.
• Monitor contractor performance, address services gaps, and recommend changes or corrective actions to the COO as needed.
• Conduct regular inspections and security assessments to identify risks related to access control, life safety, collections protection, and public safety; recommend and implement corrective actions.
• Support and coordinate incident response, including documentation and follow-up actions.
• Serve as primary liaison with local police, fire, and emergency authorities as required.
• Oversee access control systems, key and card access programs, visitor sign-in protocols, and internal security programs.
• Partner with Visitor Experience, Museum, and Events teams to plan and staff security and operational coverage for exhibitions, public programs, and special events.
• Coordinate and oversee the setup, support, and breakdown of internal and external events, including room configurations, furniture and equipment placement, vendor coordination, security staffing, housekeeping services, access control, and restoration of spaces following events.
• Review invoices, track service delivery, and flag discrepancies.
• Assist in implementing security and operational procedures and continuous improvements.
• Provide on-site support and leadership during events, incidents, and emergencies as required.
• Assist the COO in developing and managing the security and housekeeping portions of the operations budget.
• Serve as the primary day-to-day manager for contracted security and housekeeping services, setting clear expectations and performance standards.
• Support capital projects, building renovations, and facilities work by assessing and coordinating security and operational impacts.
• Perform other related duties as assigned by the Chief Operations Officer.

Requirements

• Bachelor's degree preferred; equivalent combination of education and relevant experience considered.
• Minimum of 4-6 years of experience in security, operations, or facilities management, preferably in museum, high education, cultural, or public –facing institutional environment.
• Strong understanding of security operations, event coordination, or facility management.
• Ability to work independently and make sound operational decisions.
• Strong communication, problem-solving, and organizational skills.
• Working knowledge of security operations, access control system, emergency response procedures, and life-safety requirements.
• Ability to exercise sound judgement in sensitive, high-pressure situations.
• Proficiency with standard office software and incident reporting systems.

Skills

Required

• Communication
• Problem-solving
• Organizational skills
• Sound judgement
• Ability to work independently
• Security operations
• Access control systems
• Emergency response procedures
• Life-safety requirements
• Incident reporting systems
• Standard office software