Assistant to the Director of Collections & Exhibitions

Posted 02/11/2022 | Full-time, Exempt | $44,657 min – $52,000 mid – $58,780 max | Collections

Job Description

The Portland Art Museum and Northwest Film Center (referred to as Museum) invites applications for the position of Assistant to the Director of Collections & Exhibitions. The Assistant to the Director of Collections & Exhibitions works independently to ensure the smooth and efficient administration of the Director of Collections & Exhibitions’ office, interacting with the full range of Museum Curators and other staff members. This role will also assist in communicating with Trustees, Donors, and members of the public. This position maintains a wide range of materials pertaining to exhibitions and provides critical support for special projects and initiatives. The position oversees the schedule of the Director of Collections & Exhibitions; proofreads, edits and prepares memos, correspondence and meeting materials; organizes and maintains project and archival files in paper and electronic form; analyzes, sorts and prioritizes inquiries, requests and correspondence; and provides diversified administrative support.

This role offers rare insight into the process of art acquisitions, exhibition planning, curatorial affairs, and provides valuable experience for advancing a career in museums and/or the non-profit arts sector. In addition to administrative support, this work provides daily learning opportunities, collaborating cross-departmentally, and interfacing with all of the Museum’s curators to offer a unique view into the Museum’s mission and core values.

Essential Duties & Responsibilities

• Assist the Director of Collections & Exhibitions in overseeing the display and preservation of the Museum’s permanent collections, loans, and exhibitions
• Liaise with other Museum departments, Museums, galleries, collectors, artists, and trustees, and affiliate groups
• Maintain exhibition assets and schedules on the Museum’s shared drive and distribute updates as needed
• Support administrative aspects of special projects and initiatives ranging from publications to artist collaborations
• Support budget and expense reporting, and prepare accounting forms for biweekly payment requests
• Greet and screen visitors
• Screen and route incoming and inter-office correspondence including a large volume of telephone calls, mail, and emails
• Organize and run a series of regular interdepartmental meetings
• Draft and facilitate written and verbal correspondence for the Director of Collections & Exhibitions
• Maintain departmental filing systems (paper and electronic), including exhibitions, budgets and correspondence
• Create gallery labels for exhibitions and collection rotations in coordination with Exhibitions team and curators
• Order and maintain supplies for the Curatorial office and other departments as requested
• Coordinate and schedule intern workstations and projects for division
• Update and maintain accurate mailing lists and exhibition history
• Complete project-related and administrative assignments as assigned

Secondary or Additional Responsibilities

• Collaborate with Curatorial, Collections, Learning and
• Community Partnerships, Development, and Marketing, as needed to supply information
• Create checklists using Museum artwork and digital asset databases
• Manage inventory of PAM publications and request journal transfers for inter-departmental purchases.
• Register ISBNs and purchase barcodes as needed
• Request image licenses for promotional use as needed
• Project manage publications as needed
• Coordinate travel and lodging arrangements for visiting artists and arts professionals
• Performs other project-related duties as assigned

Supervisory Responsibilities

• This role is not supervisory in nature
• May oversee coordinating work of interns and/or fellows

Institutional Responsibilities

• Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability
• Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• Use the equity lens in decision making. Promote equity and inclusion goals and have a “people first” mindset

Education, Formal & Informal Experience, Training Required, Certification, Etc.

If you have any questions along the way including wanting to talk about a non traditional career background, please reach out to HR.

• Four years of progressively responsible administrative experience in arts, cultural, or other non-profit organizations and supporting senior staff strongly preferred
• Must have excellent verbal and written communication and interpersonal skills and be able to interact and communicate with individuals at all levels of the organization
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Anticipate needs and work proactively in a fast-paced environment with demonstrated experience in managing multiple competing tasks and demands
• Position continually requires demonstrated poise, tact and diplomacy. Must be able to maintain the highest level of confidentiality and handle sensitive material concerning the organization, donor and lenders, and the Director’s role within the organization
• Expected to work independently and as a collaborative member of the team, and will need to be flexible to the evolving needs of the Museum
• Strong computer skills, including Microsoft Office Suite, Google Workspace, Zoom, Adobe InDesign, social media platforms, and video conferencing platforms

Job Conditions

• Exempt/Salaried
• Full-time, 40 hours per week (9:00am – 5:00pm, Monday – Friday)
• Occasional evening and weekend hours for events and projects
• Onsite with occasional work from home flexibility
• Extensive computer work

Physical Activities

• Continuous repetitive motions of hands/wrists and use of fingers
• Frequently sitting
• Continuously communicates with team members
• Frequently operate a computer, technology and other office equipment
• Occasionally lift/push/pulling up to 25lb boxes and transporting mailings
• This list does not summarize a complete representation of all physical requirements

Benefits

• This role is exempt/salaried, full-time.
• Budgeted compensation is within pay grade G ($44,657 min – $52,000 mid – $58,780 max), depending on experience.
• $50 per month phone reimbursement
• Health Care (medical, dental, vision, pharmacy)
• Life Insurance (employer-paid life, AD&D, and long-term disability insurance & employee paid voluntary life and short-term disability)
• Retirement (401k plan, after 12 months service and a minimum of 1000 hours)
• Paid Time Off (6 paid holidays, 2 floating holidays to allow employees to meet their own religious observances and uphold value of equity and inclusion, vacation time, sick time, jury duty, and bereavement leave)
• Flexible spending accounts
• Employee assistance program: free, confidential counseling for employees and family
• Discounted TriMet, C-Tran passes or monthly parking pass
• Bike to work benefit
• Complimentary admission to the Museum for employee and guest(s) accompanied by you
• Access to Museum lectures and programs
• Discounts at Museum Shop
  R.E.A.P (Reciprocal Employee Attraction Pass) card for full and part-time employees, providing free general admission to local destinations
• Affinity groups — BIPOC & White Learning Space

Application Process for Assistant to the Director of Collections & Exhibitions

To apply online visit: www.portlandartmuseum.org/careers follow the link to create a profile. Resumes received without completed employment application will not be considered. For questions or accommodation please contact hr@pam.org.

Please attach a cover letter and in addition, we ask that applicants answer the questions within the application. The Museum engages an equity hiring committee to review applications.

Please do not delay in applying. We are looking for an incumbent to begin this role as soon as possible.

Closing date: Friday 03/04/22, 5:00PM PST.

Company Description

Equity, Inclusion and Accommodation

The Museum and Film Center strives to be an inclusive institution that facilitates respectful dialogue, debate, and the free exchange of ideas. With a deep commitment to artists – past and present – and freedom of expression, the Museum and Film Center’s collections, programs and staff aspire to reveal the beauty and complexities of the world, and create a deeper understanding of our shared humanity. We are a Museum for all, inviting everyone to connect with art through their own experiences, voices, and personal journeys. We are committed to advancing equity and inclusion by creating a diverse and inclusive workplace. We will continue learning as we work to evolve as an Institution, recognizing that this journey has no end and our commitment must remain. We have an active equity team currently engaged in a journey to examine our internal culture and the work we do through an equity lens. We look forward to having all colleagues join and contribute to this important work. Learn more at https://portlandartmuseum.org/portland-art-museum-announces-equity-statement/.

The Museum and Film Center are equal opportunity employers, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. As part of this commitment, will ensure that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at hr@pam.org or 503.276.4358.

COVID-19 Information

The current COVID-19 crisis has resulted in severe disruptions to the Museum. The task ahead is not easy, but a challenge our staff are taking on with a deep commitment to the mission. This position requires adhering to COVID-19 safety protocols set forth by the Museum at all times. Masks are required indoors per the state mandate. As a vital tool to reduce the presence and severity of COVID-19 cases in the workplace, communities, and the nation as a whole, the Portland Art Museum has adopted a policy on mandatory vaccination to safeguard the health of our employees from the hazard of COVID-19. All new hires will be required to provide proof of vaccination on or before their first day of employment.

About the Portland Art Museum

Founded in 1892, the Portland Art Museum is one of the oldest art museums in the United States and the oldest in the Pacific Northwest. The Museum’s collection of 42,000 objects reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; and English silver.

With more than 112,000 square feet of gallery space, the Museum ranks in the top 25 museums in the country with the most gallery and exhibition space. An active collecting institution, the Museum dedicates 90 percent of its gallery space to its permanent collection. In addition to its permanent collection, the Museum is recognized for its special exhibitions and intimate exhibition series, including the APEX program, a contemporary art series, and presentations in the Gilkey Center galleries.

Annual membership consists of 16,000 member households, representing more than 92,000 individuals. More than 350,000 visitors are welcomed annually, including more than 50,000 schoolchildren.

The Museum’s annual operating budget is approximately $13.5 million.

About the Northwest Film Center

The Museum’s sister organization, established in 1971, the Northwest Film Center is a Portland, Oregon-based year-round organization and space where artists and audiences explore our region and the world through cinema and cinematic storytelling in all its forms.

Our mission is to expand the reach of cinema as an art form and challenge for whom, by whom, and how stories can be told. Through our screenings, events, guest speaker programs, classes, and workshops, audiences and artists form vital connections that bind our community and encourage a more vibrant, accessible, and diverse media-arts ecosystem.

The Northwest Film Center acts as an advocate for pioneering filmmakers and artists, giving a platform to voices that might not otherwise be heard and serves as a catalyst for cultural appreciation, conversation, collaboration, and community-building around new ways of seeing locally and globally. For more information, visit www.nwfilm.org.