Crystal Bridges Museum of American Art: Exhibitions Coordinator
The Exhibitions Coordinator facilitates highly motivated and productive teams to create and implement focus exhibitions, and collections gallery and outdoor installations that inform, engage, surprise, and delight our guests. The Exhibitions Coordinator facilitates the administrative aspects of the projects in his/her assigned portfolio, within the framework of the exhibition development process. S/he brings organization, focus, planning, and attention to detail, diplomacy, and outstanding communication skills to enhance exhibition project teams. This vital role is responsible for coordinating multiple, overlapping projects within the Exhibitions Department, and is a key contributor delivering on the museum’s mission.
The Exhibitions Coordinator reports to the Director of Exhibitions & Interpretation, and works closely with the Exhibitions Project Manager and other team members in the Exhibitions & Interpretation department, as well as with curators, educators, designers, operations team members, and other colleagues inside and outside the Museum, and at various levels within the organization. The duties of this position are complex in nature, and the ideal candidate must be professional, pleasant, proactive, highly organized, detail oriented, an outstanding problem-solver, with the energy and ability to balance multiple tasks.
Essential functions of the Exhibitions Coordinator’s work are to implement the exhibition planning and implementation process, and prepare for and lead team meetings for gallery installations, temporary “focus” exhibitions, and outdoor projects, while also ensuring that numerous day-to-day details are taken care of. S/he also works with teams to prepare focus shows for travel to additional venues, in collaboration with team members from the Art Bridges foundation.
Key areas of coordination include creating, tracking, adjusting, and maintaining multiple project schedules; developing and tracking budgets; processing and organizing project invoices and documents; and facilitating the teams’ successful forward movement by keeping team members informed about upcoming deadlines, fostering a proactive, problem-solving culture, and encouraging risk-taking and creativity. S/he keeps his/her supervisor informed as to any issues or changes in project scope, and insures all inter-departmental communications are clear, timely, helpful, and documented.
The Exhibitions Coordinator is supported by the department administrative assistant, and works primarily Monday through Friday, with occasional early morning, night, and weekend hours during installation weeks and openings.
Principal Responsibilities (Essential Functions)
- Project Coordination
- Steers and supports teams to deliver terrific exhibitions and installations on time and on or under budget
- Coordinates all aspects of his/her projects, working closely with the members of each project team. Develops, communicates and manages schedules for all projects such as painting and construction, and the creation of interpretive elements, including texts, activities, digital tools, etc. Nudges colleagues as needed to keep projects on track.
- Helps foster team creativity, collegiality, timeliness, and mutual respect, to create experiences that engage and delight guests
- Schedules timely meetings, books meeting rooms, prepares agendas, facilitates productive meetings, and sends out notes focused on next steps and decisions made
- Shares information pertaining to his/her projects with outside teams
- Generates and contributes solutions as challenges crop up
- Schedules, coordinates and manages outside vendors for fabrication, construction, painting and other gallery work, and orders exhibition supplies
- Develops project budges and tracks spending; makes suggestions for keeping projects on budget, and alerts supervisor to potential budget issues
- Prepares quarterly budget reports
- Helps ensure expenditures are reasonable and in line with museum goals
- Processes invoices and payments, reviews and generates financial reports
- Drafts and oversees vendor contracts, and tailors standard contracts to fit the needs of specific projects, as needed. Monitors exhibition contracts to ensure obligations are met in an appropriate and timely manner.
- Provides suggestions to improve exhibition processes
- Creates, assembles, maintains, and archives project files
- Answers inquiries in a prompt, professional manner
- Acts as the point person for communication across departments for the projects in his/her portfolio.
- Oversees organization and archiving of exhibitions documentation
- Performs other duties as assigned
- Associate or Bachelor’s degree in art, art history, museum studies, arts administration, communications, business, finance, or relevant degree/experience is required.
- Demonstrated experience with accounting and Microsoft Office Suite software is required.
- Proven experience and success in project coordination and in meeting deadlines within a fast-paced working environments is strongly preferred
- Demonstrated knowledge of current practices in exhibitions management, design, and development, or equivalent experience, is preferred.
- At least one year demonstrated project coordination experience in any field (tracking budgets, developing and tracking schedules, organizing and leading meetings, coordinating people) is required
- Two years’ work experience coordinating projects in a museum or related environment is preferred. Experience in exhibition planning and implementation is preferred.
Skills and Abilities:
- Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, and One Note. Experience with Microsoft Project and other scheduling software a plus
- Experience with (or the ability to learn) specialized software systems is required, including TMS, EMS, PowerPlan, and Financial Edge. Key skills include accurate data entry and reviewing and responding to financial reports.
- Professional and approachable, with excellent communication, organizational and interpersonal skills
- Highly organized and detail oriented
- Ability to work independently, and facilitate teams of diverse personalities
- Willingness to work weekends and evenings, and adjust hours, as required
- From time to time, will be required to drive museum vehicles
- Ability to effectively multitask in a fast paced environment.
- Diplomacy, and able to maintain the highest levels of confidentiality and discretion
- Flexibility, a positive attitude, and a sense of humor are essential
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
- Physical demands: Occasionally, while performing the duties of this job, the employee may be required to travel independently regionally and in communities served. In the work environment described below, position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination. Vision abilities required by the job include close and distant vision. The person in this position will require the capability to move and be present in the galleries for extended periods of time during all phases of construction, installation and deinstallation, and be able to navigate through the different Museum buildings and on the trails and grounds. When working in public spaces and galleries, physical stamina is needed to lift and carry supplies, and at times, assist with installation of labels, and other exhibition related elements.
- Work environment: Work will be performed in an office environment, museum spaces, outdoors, and in the communities served. When not in the office, the employee will be spending extensive amounts of time in the Museum buildings, grounds, galleries, and library. The noise level in the Museum work environment is usually low to moderate. Outdoor work will include walking the museum’s trails in a variety of weather conditions, and occasionally at night.