The Exhibition Coordinator serves as the project manager for the institution’s major exhibitions, including but not limited to exhibitions scheduled for the MaryLou and George Boone Gallery, West Hall of the Library, the Chandler Wing of the Scott Galleries, and the Works on Paper Room of the Huntington Art Gallery. The Exhibition Coordinator works with the exhibition curator along with the Business Office and Advancement Office to assemble and manage the budget. Working with a team of staff from across the institution, the Coordinator manages and oversees the schedule for a variety of activities including loans, documentation, gallery design and installation, marketing and communications, opening events, and other programming related to the exhibition. The position reports to the Director of the Art Collections. The team working with the Coordinator will generally consist of, depending on the exhibition, appointed staff from Advancement, Finance, Communications, Facilities, Conservation, Education, Library, Art, Botanical, Facilities, and Bookstore, among others.
Essential Functions: Working under general supervision, the exhibition coordinator oversees the coordination, management, and implementation of temporary exhibitions as well as reinstallations and changing displays in the permanent collections. Exhibit Coordinator meets with appropriate curator, registrar, designer, and preparator at inception of exhibition to confirm responsibilities and dates; develops work breakdown structure for each exhibition, as well as deadlines and production schedule, working with larger institutional team (Advancement, Communications, Publications, etc.). Exhibit Coordinator works with curator to allocate budget in a manner that properly covers all aspects of exhibition, reviewing number of exhibition items, facilities and construction needs, design, consultant, and vendor fees, and associated other costs. Exhibition coordinator tracks activities; writes reports; tracks budgets. Working with curator, develops contracts, requests bids for outside vendors and contractors as needed, arranges for on-call staffing as needed. Evaluates progress on regular basis, meeting with team members as required. Follows exhibition through to opening; monitors display throughout the run of the exhibition to determine if maintenance necessary (on AV equipment; labels, etc.) Manages deinstallation. Debriefs with staff following close of exhibition.
Qualifications: Skills required: Demonstrated ability to manage complicated, multi-faceted projects; Demonstrated ability to develop contracts and museum loan documents; Demonstrated ability to work well in a team environment, with high-level diplomatic and communications skills (written and verbal); Demonstrated ability to manage high-pressure, tight-deadline, lean-budget projects; Demonstrated ability to manage multiple priorities and more than one exhibition project at a time. Educational requirements: BA in related discipline – art, art history, humanities, business preferred; and at least 2-3 years’ of project management in a museum setting; Special expertise required: Fluency in software related to project management desired, including MS Outlook, MS Word and Excel; Contract development experience required; Project management experience required, as well as demonstrated organizational skills.