Exhibitions Coordinator


EMPLOYMENT TYPE

F/T Non-exempt

UNIT

Exhibition

OPEN DATE

12/06/2023

Position Summary:

The Exhibitions Coordinator is responsible for the day-to-day administrative support of the exhibitions team and project managing the Museum’s multifaceted exhibition program in collaboration with the VP of Exhibitions, collections, and program staff. This includes tracking exhibition budgets and reporting, coordinating meetings and communications, assisting in content management, and coordinating fabrication and installation. The Exhibition Coordinator will also work on traveling exhibitions coordinating logistics, budgets, contracts, and negotiations with various venues. 

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Essential Duties and Responsibilities

  1. In coordination with the VP of Exhibitions manage the Museum’s exhibition calendar and program components that include:

    1. Coordinating and tracking of exhibitions: including work plan, timeline, and budgets/expenditures for multifaceted exhibition programs and create reports/spreadsheets for reporting purposes.

    2. Manage external communications with scholars, consultants, lenders, donors, and institutions/partners to complete exhibition and institutional objectives.

    3. Coordinate with the Collections Management & Access team to ensure materials used in exhibitions are handled safely up to CMA standards and have proper permissions for uses necessary by the project.

  2. Coordination of the museum traveling exhibitions program including, but not limited to, logistics, shipping, maintenance, storage, contracts, and program development.

  3. Facilitate internal meetings and communications with all Museum departments necessary to project manage exhibitions and project team efficiency (Marketing and Communications, Facilities, Development, and Programs) and collaboratively develop the exhibition calendar. Works with development to coordinate opening receptions.

  4. Coordinates exhibition proposals and any necessary information to create the Museum’s cost-benefit analysis and creative briefs for the approval process.

  5. Works with the Grants Manager to ensure all grant reporting is completed. Make presentations to various entities as necessary—including foundations, funders, and federal agencies.

  6. Assist VP of Exhibitions with the coordination of fabrication and installation of on-site exhibitions with timelines and work schedules.

  7. Staff members must be able to work with visitors of all ages to support the various events sponsored by JANM. Each staff member will be expected to work on a minimum of three museum-wide events per year: 

    • JANM’s Benefit and Online Auction—(off-site) typically held in the Spring (April-May)
    • Oshogatsu Family Festival (January)
    • Natsumatsuri Family Festival (August)

This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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 outlined above. 

Education

Bachelor’s degree in Museum Studies, Asian American Studies, Ethnic Studies, or American History preferred or a similar degree in a related field; or an equivalent combination of education and experience.

Experience/Knowledge

At least five years of professional experience working in a non-profit organization in project management, previous work in a museum setting on exhibitions highly desired. Willingness to learn and apply new skills. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail-oriented. Strong proofreading skills. Professional phone manner is essential. Ability to work in a fast-paced, team environment, and be a self-starter. Demonstrated commitment and flexibility in order to ensure a high level of quality service. Ability to adjust and provide appropriate action when an unanticipated need arises. Knowledge of Japanese American history and culture is a plus.

Communication

Has excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Is able to effectively present information in one-on-one and small group format and large group format. 

Computer

Is computer literate, Internet savvy, and experienced with MS Office, Google Calendar, Gmail, and other cloud-based services is required. Familiarity with Adobe Creative Suites and CAD preferred. Accuracy and attention to detail are essential. Familiarity with the TMS database is beneficial.

Math

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning

Ability to act on own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Is able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Reliable follow-through on assigned projects in a complete, well-conceived, and timely manner. 

Physical

The 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 essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Environment

The work environment characteristics described here represent those the employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

 

The Exhibitions Coordinator is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future. 

REPORTING RELATIONSHIPS

Reports To: Vice President of Exhibitions and Art Director

Positions Supervised: None

Salary Range

$22 - $24 per hour