(Please specify “Collections and Exhibitions Coordinator” in subject line if you email your resume)
This position will provide administrative support to the Collections and Exhibitions Division.
- 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
- 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
- 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.
- 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
- 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
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.
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.
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.