Exhibitions Coordinator at the Carnegie Museum of Art

Job Title: Exhibitions Coordinator

Job Status: Full-time

Location: Pittsburgh, PA

Salary: $20.50 /hr

Description


The Exhibitions Coordinator supports all functions of the Exhibitions Department at Carnegie Museum of Art, including but not limited to exhibition project management and exhibition design, for exhibitions, presentations of the permanent collection, outdoor installations, performance installations, off-site installations, and the Carnegie International within the context of the Museum’s robust artistic program. They are a high-functioning and highly organized individual that will support the development and implementation of inclusive and transparent exhibition planning processes. They assist in updating project budgets and schedules, as well as project files. The Exhibitions Coordinator effectively communicates and collaborates with internal stakeholders across Carnegie Museum of Art and Carnegie Museums of Pittsburgh, as well as with external stakeholders.  

This is a Union position. 

 

Requirements

EDUCATION AND EXPERIENCE: 

  • Requires Bachelor’s degree and three years museum or project management experience.
  • Experience preparing, presenting, and maintaining exhibitions is a plus.
  • Experience in working with a diverse group of constituents required. Interest in art, coordinating exhibitions, gallery design and construction required.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Highly organized with proficiency in planning and project management of multiple, simultaneous projects.  Ability to set clearly defined objectives; plan activities and projects well in advance and take account of possible changing circumstances; manage time effectively; identify and organize resources needed to accomplish tasks; and monitor performance against deadlines and milestones.
  • Ability to adapt to changing circumstances; accept new ideas and support changing initiatives; adapt interpersonal style to suit different people or situations; show respect and sensitivity towards differences; deal with ambiguity, make positive use of the opportunities it presents.
  • Strong attention to detail required. Ability to accomplish tasks thoroughly with concern for all areas involved, no matter how small; verify the accuracy of information before moving forward on a project or task.
  • Exceptional interpersonal communication skills, both written and verbal, and ability to work with a wide range of internal and external stakeholders. Ability to express opinions, information, and key points clearly; speak with skill and confidence; respond quickly to the needs of an audience and to their reactions and feedback.
  • Excellent computer skills, with proficiency in Microsoft Office and Adobe Creative Suite. 
  • Knowledge of web-based project management software (Asana); Sketchup and EMu Collections Management System a plus.

PHYSICAL REQUIREMENTS: 

  • Position requires bending and lifting, sitting and/or standing for long periods of time during treatments, moving safely and carrying moderately sized objects short distances, turning, repetitive motion, climbing, and regularly lifting weights of 40lbs.

PRINCIPAL ACCOUNTABILITIES:

  • Assists Manager of Exhibitions and Exhibition Designer in the planning and implementation of temporary exhibitions, permanent collection rotations, and/or traveling exhibitions, co-organized exhibitions, and other special Artists’ projects.
  • Assists with scheduling recurring and ad hoc meetings with project team members through the exhibition planning process.
  • Attend and participate in exhibition planning meetings, record meeting notes and relevant action items as needed.
  • Work with Manager of Exhibitions to coordinate dissemination exhibition materials, such as meeting notes; exhibition design files; installation plans; checklists; executed artist or contractor agreements; etc.
  • Under the direction of the Manager of Exhibitions, assists with updating and maintaining exhibition project schedules and timelines in the Museum’s project management system (Asana).
  • Work with Manager of Exhibitions to compile and track exhibition project budgets and expenses through the use of budgeting tools and financial reports.
  • Collect and route invoices and check requests relating to exhibitions for processing, including verifying accuracy, coding according to CMOA’s financial system, and submitting for appropriate approvals.
  • Work with Manager of Exhibitions to coordinate internal routing process for countersigning agreements related to exhibitions.
  • Receive copies of critical correspondence relating to exhibitions.  Maintain comprehensive files pertaining to all exhibitions including but not limited to: exhibition budgets; project schedules; exhibition checklists; artist proposals; invoices; and contracts.
  • Communicates with artists, galleries, outside vendors and institutions as needed,
  • Compile and submit monthly purchase card (“P Card”) reports for departmental and exhibition-related expenses across departments, including Exhibitions, Collections/Registration, and Art Preparation and Installation.
  • Provide other administrative support to Exhibitions Department, including but not limited to: maintaining exhibition files, maintaining department calendars, responding to email and phone inquiries, organizing exhibition documents and materials for the Museum’s Archives.
  • Performs other related duties as assigned by supervisor.

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