Coordinator for Collections & Exhibitions (Regular/Full-time)

Department:                                  Collections and Exhibitions
Reports To:                                    Director of Collections and Exhibitions
FLSA:                                                Exempt
Employment Status:                  Regular/Full-time

POSITION SUMMARY: 

Coordinate the internal and external activities related to the development and execution of exhibitions – ranging   from small internally organized installations, to projects that tour nationally and internationally, to large, multiyear collaborations.   Also, assist in the upkeep and continuous rotation of the High’s Collection

WORK SCHEDULE:

• Monday – Friday, 9am – 5pm

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Provide administrative and accounting support to Director of Collections and Exhibitions.
• Communicate with venue partners and organizers, guest curators, vendors and artists, and internally with Curatorial, Registration, Education, Marketing, Graphics, Design and Preparator teams to facilitate the building of an exhibition.
• Maintain production schedules and calendars that pertain to the exhibition process, such as installation schedules and graphics production timelines.
• Arrange planning meetings, prepare agendas, take minutes, and circulate action items in consultation with Director of Collections and Exhibitions and curator of selected exhibition.
• Assist Director of Collections & Exhibitions with exhibition contracts, and coordinate all phases of the loan negotiation process with the curatorial and registration departments
• Track and review exhibition budgets, monthly accounting reports, monitor Payables/Receivables, process invoices.
• Prepare checklists, TMS reports, fact sheets, presentations and reports to communicate exhibition information to staff, partners and donors.
• Process and track incoming exhibition proposals and circulate monthly reports.
• Set-up and maintain relevant digital and hardcopy exhibition files.
• Client service and hospitality for high-profile patrons, artists and lenders during exhibition process and opening events.
• Utilize Museum’s collections management system (TMS) and related databases for tracking and reporting purposes through all phases of planning and implementation.
• Work closely with registration department to organize and track collections, rotations/installations including location changes and follow through on details. Schedule work with preparator staff.
• Assist with Board Committee meeting preparations and minutes.
• Perform additional duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty 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.

Education and Experience:

• B.A. in art history or related field, M.A. preferred, with at least three years office management and/or museum experience required.
• Computer experience; the ability to create presentations, formulate budgets, read spreadsheets and database proficiency essential.
• Some experience in bookkeeping is desired.

Skills and Abilities:

• Must be proficient in Microsoft Office – Outlook, PowerPoint, Word, Excel and Access, Photoshop, and digital scanning programs.
• Familiarity with database systems required; TMS desired.
• Crystal Report writing ability optional.
• Must be a team player, highly organized, detail oriented, able to prioritize and be flexible.

Communication Skills:

• Must possess excellent written and oral communication skills using a variety of methods.
• Ability to read and analyze business and financial reports.

Mathematical Skills:

• Must be able to maintain budgets and handle basic bookkeeping and accounting.
• Ability to present information in report form.
• Proficiency in creating and maintaining Excel spreadsheets.

Reasoning Abilities

• Must be able to solve practical problems and prioritize needs in a variety of situations where standardization is limited and immediate decisions may be necessary.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.

For further information, please visit: https://www.woodruffcenter.org/Employment/Career-Opportunities.aspx

Woodruff Arts Center
1280 Peachtree Street NE
Atlanta, GA 30309