Department/Division: Curatorial

Reports To: Chief Curator and Curator of American Art

Posted: October 31, 2013

Under the general supervision of the Chief Curator and Curator of American Art and in collaboration with the Curatorial and Registration staff, provides administrative and research support for the Curatorial Department to ensure successful execution of curatorial and exhibition programs in support of the PMA’s  mission.


  • Provides effective support for exhibition scheduling and production, including preparing loan and photography requests, corresponding with artists and lenders, creating and distributing checklists, producing exhibition labels, and other exhibition preparation.
  • Provides clerical support for the Curatorial Division, including data entry, mailings, mail routing, acquisition documentation, maintaining artist files and department archives, scheduling meetings, preparing PowerPoint presentations, booking staff travel reservations, and other administrative duties as assigned.
  • Assists with the development and coordination of scholarly publications and other exhibition-related research and projects as assigned, including rights and reproduction requests.
  • Assists with research and writing related to exhibitions, acquisitions, and the collection. Performs research off-site at area libraries and archives as needed.
  • Fields and responds to inquiries, both public and internal, regarding the collection, artists, acquisitions, exhibitions, and general curatorial matters.
  • Prepares and distributes correspondence and minutes for Collection Committee and other meetings as assigned, and assists with coordination of paperwork related to art accessioning and deaccessioning.
  • Effectively provides ongoing support to keep department office supplies replenished and office space organized, and troubleshoots to keep equipment in good working order.
  • Assists Curatorial Coordinator with processing expenditure, personnel, and purchasing documents related to the revenue and expense accounts for the Curatorial Division, and assists in maintaining documents such as Excel spreadsheets as needed.
  • Provides administrative assistance in other areas of the PMA as needed, such as call center support, responding to visitor inquiries, processing reservations and sales transactions, and other routine clerical assignments.
  • Performs special projects and other related duties as required, directed, or as the situation dictates.
  • Complies with all Portland Museum of Art safety rules and procedures.
  • Regular attendance at the workplace is required.


A minimum of a Bachelor’s Degree in art history or a related field, Master’s degree preferred, with one to three years relevant experience in administrative and curatorial work.


  • Excellent administrative support skills with considerable knowledge of office practices and procedures.
  • Excellent research skills, with familiarity with arts-related resources and databases.
  • Excellent organizational and multi-tasking skills with attention to detail.
  • Effective interpersonal, oral and written communication skills.
  • Familiarity with protocols of business correspondence, as well as the ability to write art historical texts.
  • Ability to handle sensitive and confidential information with discretion.
  • Ability to work both independently and cooperatively with coworkers.
  • Ability to effectively operate computers and work with databases and assigned software, including Microsoft Office.
  • Ability to pass a criminal background check.

The majority of work is performed in a museum or gallery setting or in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, scanner, and other office equipment. Work involves extended sitting and computer use.

The Curatorial Assistant position is a full-time, full-benefits, hourly, non-exempt, employment-at-will position.

Please send, resume’, cover letter and PMA application (available or at the front desk) by December 1, 2013 to:  Business Manager, Portland Museum of Art, 7 Congress Square, Portland, ME 04101 or email


The Portland Museum of Art is an Equal Opportunity Employer.

Applications for this position require a completed PMA Job Application in addition to any materials requested above.