The Fine Arts Museums of San Francisco is seeking an Exhibitions Coordinator for a fixed term position. Under direction, the Exhibitions Coordinator supports the functions of planning and implementing exhibitions and installations, including permanent collection rotations. Essential functions of this position include: assisting in the management of the functions and resources of the exhibitions department; assisting with the coordination of work and/or planning functions with other museum departments, including participating in meetings and preparing presentation materials for groups; assisting with the monitoring of contractual agreements; assisting with budget tracking, administration, and fiscal reporting.
Typical Duties and Responsibilities:
- Enters and tracks purchase orders in the P.O. database and processes invoices and travel expenses in Papersave for final review and signature by the Senior Exhibitions Coordinator. Maintains pending and paid files by exhibition department and project numbers. Tracks shared expenses and invoice each venue at conclusion of exhibition.
- Creates, updates weekly, and distributes exhibition task schedules in consultation with all museum departments. Follows up with relevant staff to ensure deadlines are met.
- Maintains contract obligation database outlining the requirements and associated deadlines for each exhibition. Under direction, prepares draft exhibition co-organizer, guest curator, and artist contracts.
- Coordinates details of exhibition tours; prepares standard letters of proposals and responses to such letters. Communicates, prepares correspondence, and coordinates with other venues, as directed.
- Maintains and updates documents and spreadsheets for assigned exhibitions on the P-drive including: Task Schedules, Installation Schedules, Exhibition Schedule, and Contractual Obligations.
- Performs general clerical and administrative work. Processes routine memos and requests. Distributes lender catalogues.
- Coordinates travel arrangements for VIP guests associated with exhibition program as per contractual obligations.
- Works closely with all relevant museum departments to create, maintain, and distribute a monthly installation calendar reflecting all museum activities relating to museum installation work.
- Responds to inquiries from other Fine Arts Museums departments and the public, some requiring research, consolidation of information, and interpretation.
- Creates exhibition agendas to discuss all aspects of exhibition and permanent collection installations.
- Reviews the museum website and magazine to make sure the exhibition, title, dates, and credit lines are correct.
- Reserves space on the Master Calendar for meetings or to reflect the temporary closure of galleries for exhibitions or permanent collection installations.
Minimum Qualifications:
Education: Bachelor’s Degree in Art History or similar area of study.
Work Experience: Minimum of two years prior museum exhibitions experience required.
Skills and Abilities:
- Working knowledge of MS Word, Excel, PowerPoint, FileMaker and other standard office procedures and equipment.
- Strong clerical and organizational skills with attention to detail.
- Excellent interpersonal, written, and oral communication skills.
- Adherence to deadlines and strong follow-through
- Flexibility in meeting shifting demands and priorities.
- Ability to work simultaneously on multiple projects in a highly demanding and fast-paced work environment and with limited supervision.
- A desire to function in a team and in a service-oriented environment.
- Ability to work with confidential exhibition material of financial and legal nature.
- Ability to exercise high level of discretion, diplomacy, and initiative.
Step 1 of the pay range is $23.85 per hour.
This Union position has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy. This is a fixed-term position with an approximate duration of seven (7) months.
