Exhibition Coordinator and Registrar
Position Overview
The Exhibition Coordinator and Registrar plays an important role in the production and documentation of exhibitions at the Weisman Art Museum. The position supervises a preparator staff of two and collaborates with multiple departments on the development and implementation of exhibitions. In accordance with best practices, the position is also responsible for maintaining documentation of exhibitions and incoming loans, issuing and obtaining legal documentation, and handling insurance and shipping logistics.
Primary Areas of Responsibility:
Exhibition coordination and collaboration across departments (30%)
- In collaboration with registration staff and the curatorial department establish a strategic exhibition production schedule for temporary and permanent collection galleries
- Act as a liaison between departments to ensure information is available for colleagues in a timely manner for their work, communicate production schedules and ensure that contributing staff members are able to meet target deadlines
- Ensure the completion of all related exhibition needs, including hiring temporary staff, installation fabrication, painting, matting and framing, lighting, hardware, and AV equipment
- Oversee installation and deinstallation of galleries and assist with installation as needed
- In collaboration with production team work with artists when relevant to facilitate their installations
- Research materials and cost-effective production options and make recommendations to production team
- Contribute to planning and adhering to budgets related to exhibitions and registration department
- In close coordination with senior curator, draft and review contractual agreements with lenders and participating institutions. Negotiates terms of the contracts and monitors compliance of agreements and payment schedules.
- Ensure exhibition design is inclusive, aligns with the institution’s DEAI initiatives and complies with ADA standards
- Supervise the management of gallery maintenance and identify unique maintenance needs for each installation
- Communicate exhibition security requirements and necessary opening and closing procedures to gallery staff
- Monitor service contracts and exhibition supplies
Registration (50%)
- Produce and maintain documentation of all exhibitions and incoming loans in collections management system and hardcopy files
- Issue and maintain legal documents pertaining to exhibitions including, loan agreements, receipts and certificate of insurance, consulting with University general counsel and risk management when appropriate
- Organize and oversee packing, shipping, couriers, customs and insurance for exhibitions
- Organize and maintain exhibition checklists and exhibition project files related to job area
- Perform condition checks and monitor condition of objects while on display
- Coordinate rotations in galleries in collaboration with registration staff
- Collaborates with senior registrar regarding the development and implementation of related policies, systems, and procedures
- Maintains facility report in collaboration with senior registrar and security/facilities staff
- Act as courier for traveling exhibitions as needed
- Keep informed of current trends, standards and policies related to job area
- Other duties as assigned
Supervision (20%)
- Hire and supervise work performed by permanent preparator staff, temporary staff and outside contractors
- Direct workflow of preparator staff to ensure support for exhibitions, collections care, outgoing loans and collection related projects
- Oversee maintenance and repairs to tools and equipment, ensure adherence to clean and safe workspace practices and procedures including required certifications for staff
- Supervise and mentor student interns interested in the field
Required Qualifications
- Bachelor’s degree in art history, museum studies or related fields and 5 years of museum experience or a combination of related education and work experience to equal 8 years
- Supervisory experience
- Project management experience
- Experience with exhibition coordination
- Knowledge of museum registration methodology
- Knowledge of best practices and museum standards for the art handling, packing, storage and transport of a variety of object types and exhibitions
- Proven ability to manage competing priorities and deadlines
- Proven ability to work effectively and collaboratively as part of a team as well as independently
- High degree of organizational skill, detail oriented and abilities to think proactively
- Experience with collection management systems
Preferred Qualifications
- Master’s degree in museum studies or related field preferred, ideally with focus or concentration in collections management
- Art Handler/preparator experience
- Evidence of effective problem-solving and decision-making abilities
- Demonstrated strong interpersonal, written and verbal communications skills
Physical Requirements
- Standing or walking 2-4 hours at a time up to 8 hours per day
- Sitting at a computer 2-4 hours at a time, up to 8 hours per day
- Lifting and carrying objects weighing up to 40 lbs
- Pushing and/or pulling heavy carts, crates and other containers
- Bending, squatting, reaching and lifting overhead, kneeling and climbing ladders
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