erika.katayama
07-23-2013, 09:43 AM
EXHIBITIONS COORDINATOR Reports to: Manager of ExhibitionsDepartment: Collections and ExhibitionsClassification: Non-exempt, Full-timeDate: July 22, 2013 Scope of Position: The position of Exhibitions Coordinator reports to the Manager of Exhibitions to assist with the organization of exhibitions and permanent collection installations and other special projects in cooperation and consultation with other museum departments. Within the Exhibitions Department, the Exhibitions Coordinator will assist Manager of Exhibitions and Associate Director of Collections and Exhibitions and the Exhibitions staff with daily operations, and serve as liaison with outside institutions, contractors, and Collections, Curatorial, Education, Marketing, and Development Departments. ESSENTIAL FUNCTIONS:
Assist the Department with the planning of the daily and yearly exhibition schedule in coordination with the Manager of Exhibitions and Associate Director of Collections and Exhibitions by maintaining and distributing in-house Exhibitions schedule to all staff and daily calendar for Exhibitions Department.
Schedule, prepare materials for, and take minutes at exhibition planning, budget planning, logistics, and division meetings with approval of Manger of Exhibitions.
Assist the Manager of Exhibitions with the development of all deadlines for exhibition and permanent collection checklists, floorplans, and other design elements, and for all interactives, text, and graphics.
Monitor deadlines and procure, as required, materials and didactics to be used in exhibitions and installations such as checklists, floorplans, texts, and graphics.
Distribute checklists, floorplans, and other design materials to Curatorial, Collections, Exhibitions, and other staff members, as necessary.
Route labels and other didactics according to established label procedure and within established deadlines.
Serve as liaison with outside institutions regarding all information, materials, and approvals necessary for projects organized by the DMA and organized by outside institutions.
Facilitate review of exhibition proposals and related discussions by following up with other institutions regarding exhibition proposals sent by and to other institutions, while creating DMA exhibitions proposal packets in coordination with the Curatorial Department.
Assist the Manager of Exhibitions in coordinating activity with outside contractors for exhibitions and installations.
Assist the Manager of Exhibitions in the procurement of materials and didactics to be used in exhibitions and installations such as: wall texts, fabric, paint, samples, estimations, ordering materials, and negotiate costs with vendors, as needed.
Assist with the preparation of exhibition and departmental budgets by producing PO’s for Exhibition Department expenses, maintaining and tracking Exhibition Department and other project expense records, invoices outside institutions and track payments, as requested.
Assist the Manager of Exhibitions in coordinating activity with the Operations and Security Departments.
Produce models and maquettes.
Assist the Associate Director of Collections and Exhibitions and the Manager of Exhibitions with the creation of contracts for artists, designers, curators, and outside consultants.
Update Exhibitions page on DMA website to maintain master files on-line and on paper with all departments for each exhibition and archive exhibition files according to DMA guidelines.
Prepare invitation lists for exhibition openings, in coordination with the Curatorial Department.
Assist the Associate Director of Collections and Exhibitions in the coordination of special building projects and prepare materials for Building Committee.
Work with Curatorial Department to select photography to be used in exhibitions graphics, PR, marketing and educational uses and provide list to Imaging Services.
Arrange travel for Associate Director of Collections and Exhibitions, outside contractors, and other staff, as required.
Provide general clerical assistance to the Manager of Exhibitions and Associate Director of Collections and Exhibitions.
Attend departmental and other Museum planning meeting as required or requested.
Other duties, as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
Bachelor’s degree and a minimum of two years of progressive experience in Exhibition Administration required. An equivalent combination of education, training, and/or experience will be accepted.
Strong team skills and ability to work to deadlines are essential.
Superior organizational skills and the ability to guard confidential information.
Ability to manage multiple projects within an ever-changing environment.
Excellent communication skills—written, verbal, and interpersonal—with staff members, volunteers, external consultants and contractors, and other museum professionals.
Ability to solve problems and prioritize needs in a variety of situations where immediate decisions may be necessary.
Excellent computer skills with competence in Word, Excel, and Outlook necessary.
Experience with Vector Works or comparable CAD programs is a plus and a working knowledge of TMS database and digital scanning desirable.
Assist the Department with the planning of the daily and yearly exhibition schedule in coordination with the Manager of Exhibitions and Associate Director of Collections and Exhibitions by maintaining and distributing in-house Exhibitions schedule to all staff and daily calendar for Exhibitions Department.
Schedule, prepare materials for, and take minutes at exhibition planning, budget planning, logistics, and division meetings with approval of Manger of Exhibitions.
Assist the Manager of Exhibitions with the development of all deadlines for exhibition and permanent collection checklists, floorplans, and other design elements, and for all interactives, text, and graphics.
Monitor deadlines and procure, as required, materials and didactics to be used in exhibitions and installations such as checklists, floorplans, texts, and graphics.
Distribute checklists, floorplans, and other design materials to Curatorial, Collections, Exhibitions, and other staff members, as necessary.
Route labels and other didactics according to established label procedure and within established deadlines.
Serve as liaison with outside institutions regarding all information, materials, and approvals necessary for projects organized by the DMA and organized by outside institutions.
Facilitate review of exhibition proposals and related discussions by following up with other institutions regarding exhibition proposals sent by and to other institutions, while creating DMA exhibitions proposal packets in coordination with the Curatorial Department.
Assist the Manager of Exhibitions in coordinating activity with outside contractors for exhibitions and installations.
Assist the Manager of Exhibitions in the procurement of materials and didactics to be used in exhibitions and installations such as: wall texts, fabric, paint, samples, estimations, ordering materials, and negotiate costs with vendors, as needed.
Assist with the preparation of exhibition and departmental budgets by producing PO’s for Exhibition Department expenses, maintaining and tracking Exhibition Department and other project expense records, invoices outside institutions and track payments, as requested.
Assist the Manager of Exhibitions in coordinating activity with the Operations and Security Departments.
Produce models and maquettes.
Assist the Associate Director of Collections and Exhibitions and the Manager of Exhibitions with the creation of contracts for artists, designers, curators, and outside consultants.
Update Exhibitions page on DMA website to maintain master files on-line and on paper with all departments for each exhibition and archive exhibition files according to DMA guidelines.
Prepare invitation lists for exhibition openings, in coordination with the Curatorial Department.
Assist the Associate Director of Collections and Exhibitions in the coordination of special building projects and prepare materials for Building Committee.
Work with Curatorial Department to select photography to be used in exhibitions graphics, PR, marketing and educational uses and provide list to Imaging Services.
Arrange travel for Associate Director of Collections and Exhibitions, outside contractors, and other staff, as required.
Provide general clerical assistance to the Manager of Exhibitions and Associate Director of Collections and Exhibitions.
Attend departmental and other Museum planning meeting as required or requested.
Other duties, as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
Bachelor’s degree and a minimum of two years of progressive experience in Exhibition Administration required. An equivalent combination of education, training, and/or experience will be accepted.
Strong team skills and ability to work to deadlines are essential.
Superior organizational skills and the ability to guard confidential information.
Ability to manage multiple projects within an ever-changing environment.
Excellent communication skills—written, verbal, and interpersonal—with staff members, volunteers, external consultants and contractors, and other museum professionals.
Ability to solve problems and prioritize needs in a variety of situations where immediate decisions may be necessary.
Excellent computer skills with competence in Word, Excel, and Outlook necessary.
Experience with Vector Works or comparable CAD programs is a plus and a working knowledge of TMS database and digital scanning desirable.