Exhibitions Coordinator

Job Title:  Exhibitions Coordinator
Department:  Collections and Curatorial Affairs
Reports To:  Senior Manager of Exhibitions & Collections
FLSA Status:  Non-Exempt
Job Status:  Full-Time
Please submit applications directly on the Toledo Museum of Art website http://www.toledomuseum.org/jobs. 
Since our founding in 1901, the Toledo Museum of Art has earned a global reputation for the quality of our collection, our innovative and extensive education programs, and our architecturally significant campus.
And thanks to the benevolence of its founders, as well as the continued support of its members, TMA remains a privately endowed, non-profit institution and opens its collection to the public, free of charge.
SUMMARY
The Exhibitions Coordinator is responsible for project management of exhibitions and gallery installations including formulating project timelines, monitoring project deadlines and scheduling project meetings. Acting registrar for assigned exhibitions, coordinating incoming loans and shipments for exhibitions.
KEY ACCOUNTABILITIES
  • Responsible for the project management of exhibitions and gallery installations, including coordinating and hosting project meetings and supporting cross-departmental collaboration in exhibition planning.
  • Using the Museum’s Project Management software, creates master project timelines for all exhibitions to aid in the tracking of internal and external deadlines; monitors progress of work on various aspects of assigned exhibitions.
  • Provides timely and effective communication regarding exhibitions and gallery installations to Museum staff.
  • Serves as registrar for assigned exhibitions, issues loan letters and arranges contracts, couriers, insurance and shipping for incoming exhibition loans.
  • Creates installation and deinstallation schedules for both temporary exhibitions and gallery installations.
  • Makes travel arrangements as needed for exhibition purposes including airfare, hotel, transportation, per-diem, etc.
  • Maintains exhibition archives including review and culling of paper files and coordination of digital archive.
  • Creates and maintains exhibition records for assigned exhibitions in TMA’s collection management system (TMS).
  • With the Director of Curatorial and Sr. Manager of Exhibitions and Collections, calendars exhibitions and maintains and updates the Museum’s exhibition schedule.
  • With the Sr. Manager of Exhibitions and Collections, develops and implements procedures for improved exhibition planning and execution.
  • Performs other duties as assigned or required.
EDUCATION AND EXPERIENCE
  • Bachelor’s degree in in humanities or cultural studies discipline required, such as anthropology, African American studies, Asian studies, history, or art history
  • At least 3 years’ project management experience required
  • Museum or similar experience a plus.
SPECIALIZED KNOWLEDGE, COMPETENCIES, AND ABILITIES
  • Strong proficiency in using Microsoft Word, Adobe Acrobat, Power Point and Excel.
  • Self-motivated and able to manage his/her own time to ensure a variety of tasks are completed in order of importance and in a timely manner.
  • Good interpersonal skills and the ability to communicate clearly and effectively, both verbally and through written communication.
  • Ability to work diplomatically with individuals of diverse backgrounds and demeanor.
  • Meticulous attention to detail and highly developed organizational skills.
  • Ability to track multiple, complex projects with overlapping deadlines.
  • Ability to problem-solve and work in a fast-paced environment.
  • Must be adaptable to changing duties and additional added components for completing tasks as they may arise with short notice.
  • Experience with Project Management software like Teamwork or Microsoft Teams.
  • Experience with Collections Databases, preferably The Museum System (TMS) is a plus.
RELATIONSHIPS
  • Reports to the Senior Manager of Exhibitions and Collections, builds strategic working relationships and works closely with the Exhibition Designer, Assistant Exhibition Designer, Registrars, Curatorial Department, Conservation, and Graphic Design.
  • Provides overall support to Sr. Manager of Exhibitions and Collections and receives direct supervision from the Sr. Manager of Exhibitions and Collections.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT
Standard open office work environment shared with co-workers, with related phone, computer and printer noise.  Position requires ability operate a computer and other office productivity machinery, such as a calculator, copy machine, printer and phone system; May occasionally lift up to 25 pounds; Support given to various departments across campus may result in occasional exposure to uncomfortable weather conditions.
BENEFITS
  • 20 Days of Paid Time Off Annually
  • 6 Paid Holidays Annually
  • 2 Floating Holidays Annually
  • 3 Paid Volunteer Days Annually
  • Medical, Dental, & Vision Insurance
  • 403b Retirement Savings Plan
  • Short-Term Disability, Long-Term Disability, Term Life and AD&D Insurance Plans
  • Paid Parental Leave
  • Pet Insurance
  • Employee Assistance Plan
  • Museum Family Membership
  • Employee Discounts in the Museum Store, Café, Studio Art Classes, & More!
The Toledo Museum of Art provides equal opportunity for employment and promotion to all qualified employees and applicants. No person shall be discriminated against in employment on the basis of race, color, religion, gender, age, national origin, marital status, disability, sexual orientation, veteran status or any other status or condition protected by applicable federal or state statutes. The Museum is committed to maintaining an environment in which all employees are treated equitably and given the opportunity to achieve their full potential in the workplace. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at [email protected] or (567)-666-0387.