Exhibitions Coordinator

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Yale Center for British Art – Collections
66986BR

Project Coordinator 2, Expert Resource
Bargaining Unit: L34 – Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade E

Work Location: Central Campus
Worksite Address: 1080 Chapel Street
New Haven, CT 06510

Work Week
Standard (M-F equal number of hours per day)

Searchable Job Family
Administration, Museum/Curatorial

Total of hours to be worked: 37.5

Position Focus:

Reporting to the Deputy Director and Chief Curator at the Yale Center for British Art, the Project Coordinator provides high level planning and project coordination for the activities and projects of the Curatorial Division.
Plans, oversees, and coordinates administrative activities for projects pertaining to the Curatorial Division across all its departments. Is responsible for the administrative workflow across the Division.
Contributes to project plans and timelines by directing schedules and workflow for exhibition implementation and deliverables including checklists, loan letters, labels, budgets, case-work.
Working as a member of the project team, performs assigned tasks and completes deliverables in timely manner, including undertaking and writing up background research on proposed projects, production and implementation schedules for the exhibition process, coordinating planning meetings, preparing agendas, circulating and tracking action items and follow ups.
Oversees day to day financial activity. Tracks budgets, sets up contracts and payments that pertain to the Curatorial division. Based on knowledge and understanding of goals and budgetary parameters, obtains cost estimates, recommends expenditures and reprioritizes funds as necessary.
Creates and tracks implementation schedules for all exhibitions, installations, displays. Works with a variety of project management software and spreadsheet applications to create and maintain project timelines and master schedule for Curatorial Division activities. Maintains master schedule to track and communicate activity including: movement of art, floor closures, project deliverables. Sends reminders and schedules meetings. Serves as the expert resource on the above for other staff.
Communicates with project teams as necessary to monitor and ensure timely completion of deliverables. Serves as principle source of information to the project team and impacted departments and collaborators.
Supports the Deputy Director and Chief Curator’s projects by researching and assembling background information on projects; drafting exhibition and collection-related correspondence; assisting with talks and PowerPoint presentations; coordinating curatorial internship programs, and ad hoc projects initiated by the Deputy Director and Chief Curator. Provides assistance by overseeing the Deputy Director and Chief Curator’s calendar, schedules meetings, tracks agendas and action items.
Oversees, instructs, and coordinates activities of support staff.
Organizes exhibition files and documents on shared drives. Ensures that all exhibitions have contracts and that contracts are updated if parameters change.
Supports logistics and research for traveling exhibitions; aggregates exhibition materials and researches museums for potential exhibition tours.
Monitors curatorial pages of website and directs workflow for updates with curatorial departments. Makes website updates, adds content, and provides written drafts and edits, using Drupal 8 working with web-team. Assists the Deputy Director and Chief Curator in realizing curatorial projects on the website.
Occasionally arranges travel pertaining to projects, including for incoming guest curators.
Responsible for general office activities such as ordering office supplies, mail, etc.
May perform other duties as assigned.

Essential Duties

1. Plans, oversees, and coordinates administrative activities for project. Contributes to project plans as well as to the development of project timeline. Research and recommend resources or services. 2. Working as member of the project team, performs assigned tasks and completes deliverables in timely manner. 3. Oversees day to day financial activity. Based on knowledge and understanding of goals and budgetary parameters, obtains cost estimates, recommends expenditures and reprioritizes funds as necessary. 4. Works with a variety of project management and spreadsheet applications to create and maintain project timeline and track resource allocation, performance metrics and other project related information. Serve as expert resource on above applications for project staff. 5. Writes original or significantly edits substantive program materials. Develops and produces or oversees the preparation of a variety of communications materials in various media. Contributes to the formulation of communications plans. 6. Communicates with project team as necessary to monitor and ensure timely completion of deliverables. Serves as principal source of information to project team and impacted students, staff, and faculty on project activities. 7. Oversees, instructs, and coordinates activities of support staff. 8. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in a related field. Two years of related work experience in the same job family or an equivalent combination of experience and education.

Required Skill/Ability 1:

Flexible team-player, with a professional and friendly manner. Excellent communication and interpersonal skills. Willingness and ability to work occasional evenings and weekends.

Required Skill/Ability 2:

Organized and pro-active. Demonstrated ability to work well independently and as part of a team. Ability to prioritize tasks and work to tight deadlines. References must confirm punctuality and reliability with an excellent attendance record.

Required Skill/Ability 3:

Demonstrated excellent computer skills. Intermediate proficiency in MS Office, and ability to master new computer applications, as needed.

Required Skill/Ability 4:

Demonstrated excellent writing, editing and proofreading skills. Writing samples will be requested at time of interview.

Required Skill/Ability 5:

Willingness, ability and interest to acquire knowledge of the Center’s programs and mission.

Preferred Education, Experience and Skills:

Experience working in a museum; demonstrated expertise in supporting the functions of museum programs; demonstrated ability to acquire skills in using museum software including TMS (The Museum System) database. Demonstrated ability to acquire and maintain knowledge of University business protocols and Business Office procedures.

Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen No
Health Screening No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.