Exhibition Project Manager—Exhibitions

Start date: Immediately
Department: Exhibitions
Reports to: Director of Exhibition Planning
Position type: Full-time
Union status: Non-union
FLSA status: Non-exempt
Schedule: 35 hours per week, Monday through Friday, 9 am to 5 pm, with occasional evenings and weekends according to installation and event schedules

The Exhibition Project Manager is an energetic, collaborative, and extremely organized individual who manages the planning and implementation of special exhibitions and collection-based installations.

Requirements:

• Minimum of two years of experience in project management within a museum or gallery setting
• Ability to lead and facilitate cross-departmental teams while maintaining a great deal of organization and advance planning
• Ability to work effectively and professionally under pressure while sustaining a high level of attention to detail
• Demonstrated ability to work collaboratively with large teams
• Ability to coordinate multiple projects at the same time
• Proficiency in Word, Excel, PowerPoint, and Outlook, as well as TMS or similar collection databases
• Experience maintaining project budgets and familiarity with museum operations

Additional qualifications:

• Knowledge of exhibition design and construction

Responsibilities:

• Coordinate a roster of projects with complex deadlines (6 to 8 projects annually) and collaborate with colleagues to ensure that all project schedules work in tandem
• Oversee the exhibition team for each assigned project, working in close collaboration across departments by managing implementation schedules as well as outlining important milestones and tracking their completion
• Schedule all messaging and installation team meetings as well as regular check-ins related to the implementation of exhibitions
• Act as a liaison to other Museum departments, as well as to artists, artist studios, and occasionally other external partners, to ensure consistent and timely communication on all matters pertaining to projects
• Use project management best practices, such as detailed project schedules, budgets, and communication platforms
• Monitor activity during installations and troubleshoot any problems that arise during the course of an exhibition installation, alerting the Director of Exhibition Planning to any significant issues
• Maintain the exhibitions work schedule, in collaboration with team leaders from other departments
• Work with the planning team to develop detailed budget estimates as information becomes available, revise initial planning budgets, and report on final project costs
• Monitor actuals versus budgets to ensure that expenses stay within budget, or flag overages on a timely basis
• Draft and negotiate artist, guest curator, and any other necessary professional service agreements
• Assist in preparing for the construction and installation of exhibitions and troubleshoot during the installation period
• For any assigned exhibitions, oversee the relevant gallery spaces during installation and the run of exhibition, ensuring that the exhibition is properly maintained and coordinating relevant maintenance with internal teams and outside vendors or fabricators
• Assist with planning for exhibition tours
• Manage exhibition records in TMS database
• Keep projects on schedule and within budget
• Other duties as assigned