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Collections and Exhibitions Coordinator [Indianapolis Museum of Art]

Posted by Phillippa Pitts on March 21, 1974 in job announcements |
A competitive salary is offered for all positions and a generous benefits package for full-time positions. To apply, please send your resume to: ATTN: Human Resources – 4000 Michigan Road; Indianapolis, IN 46208, e-mail to hr@imamuseum.org, or fax to 317-920-2655. No phone calls, please. We are an Equal Opportunity Employer.
COLLECTIONS AND EXHIBITIONS COORDINATOR
(Please specify “Collections and Exhibitions Coordinator” in subject line if you email your resume)
Reports To: Deputy Director for Collections, Exhibitions and Facilities Management
Basic Work Week: 37.5 Hrs/Wk, 5 days
OVERVIEW
This position will provide administrative support to the Collections and Exhibitions Division.
ESSENTIAL JOB FUNCTIONS
Exhibitions Administration
  • Participate in weekly exhibition team meeting (including Manager of Exhibitions, Exhibitions Registrars, and Deputy Director for Collections and Exhibitions)
  • Schedule exhibition team and core team meetings for planning and implementing upcoming exhibitions
  • Create agendas, record minutes, and distribute action items and minutes for exhibition team meetings and core team meetings
  • Create and maintain production schedules for exhibitions
  • Build Nuxeo site for newly approved exhibitions; archive completed Athena projects
  • Organize incoming exhibition proposals, distribute to appropriate staff member, and reply to external institutions with approval or decline letters
  • Assist with marketing IMA organized exhibitions through mailing or emailing exhibition prospectus packets and cover letters.
  • Update IMA touring exhibition websites with prospectus, checklists, images and confirmed venue information.
  • Assist with assembling exhibitions and capital budgets
Collections
  • Handle incoming collection loan requests: create request records, forward to appropriate staff member for decision, and draft initial response letters
  • Maintain roster for Collections Committee members, prepare correspondence for Collections Committee Chairman to Committee members, assist with preparations for quarterly meetings, including producing invitation emails and letters and follow-up phone calls to confirm attendance.
  • Create agendas, record meeting minutes, and distribute action items for permanent collection renovation projects overseen by Deputy Director for Collections, Exhibitions and Facilities Management
  • Maintain project management documents and update budgets for permanent collection renovation projects and special projects
Governance and Finance
  • Review and reconcile monthly budget reports from Finance
  • Assist with assembling capital budget items, organizing quotes and justification forms, and planning for future capital needs
  • Attending board-level Buildings & Grounds Committee meetings, taking minutes, preparing meeting documentation and presentations
  • Provide assistance to Manager of Rights and Reproductions in handling incoming photo shoot applications, corresponding with photographers and issuing single-day, event, and annual passes in compliance with IMA photo policy
  • Coordinate AAM Reaccreditation task force: organize meetings, prepare policy and documentation, track progress of deadlines and tasks.
Assistant to Deputy Director
  • Maintain calendar and appointments for Deputy Director for Collections, Exhibitions and Facilities Management
  • Assist Deputy Director by drafting correspondence and policy documents as necessary
  • Distribute daily mail
General
  • Update TSA spreadsheet; maintain records for bi-annual audit; assist with scheduling training sessions for new hires and recurrent training for staff
  • Coordinate regular maintenance, repair, and special renovation projects at Westerley, the Director’s historic residence. Liaise with Director, IMA staff and external contractors to ensure projects are completed smoothly.
  • Handle requests for guest lodging and event set-up at Westerley. Manage calendar of guests, ensure visitors have all necessary information, keys, and contacts for their stay
Other duties may be assigned.
To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor’s degree (B.A.) in Art History or related field required; and minimum two years related experience and/or training; Masters degree in Arts Administration or related field is a plus.
OTHER SKILLS AND ABILITIES
Excellent organizational, interpersonal, communication and computer skills including word, excel; must maintain confidentiality; strong note taking and proofreading skills; ability to do multiple tasks, prioritize them and work with frequent interruptions; must be detail oriented.
(Posted 3/13/14)

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