Exhibition Management Coordinator – MOCA – Los Angeles, CA

Overview

Responsible for general assistance with exhibition budgets and project managing of assigned exhibitions and related programs. Assists with selected curatorial department and museum needs.

Requirements

A minimum of two to three years’ related experience providing administrative and project management support and knowledge of exhibition development and current museum practices. Ability to use Microsoft Office including Word, Outlook, Excel, PowerPoint, Adobe Acrobat, and Adobe Photoshop. Knowledge of Financial Edge and The Museum System (TMS) preferred. Must possess excellent interpersonal, writing, grammar, organizational, critical thinking, and office skills. The ability to establish and maintain effective working relationships and work well in a team environment is also necessary. Possession of a B.A. degree, in art, art history or related subject, or business, and knowledge of contemporary art preferred.

Essential Functions

Work with Director of Exhibition Management on the implementation of the Museum’s exhibition planning process, including developing of timelines for each exhibition and scheduling of regular Exhibition Management department meetings.

Project manage assigned exhibitions and programs, schedule exhibition planning meetings, monitor deadlines and delivery dates, and regularly update the Director of Exhibition Management on exhibition progress.

Assist in the scheduling and coordination of exhibition overview meetings, including preparing materials, reserving meeting space, procuring required equipment, and confirming all arrangements.

Work with Director of Exhibition Management on exhibition budgeting, including originating or collecting from other departments projected exhibition expenses during the annual exhibition budget process, and creating and updating exhibition budget summaries and individual exhibition budgets as needed throughout the fiscal year.

Track actual exhibition expenses and enter them into the Museum’s online budget forms. Complete and update required budget reports. Track traveling exhibition budgets, maintain a record of invoices and payments of circulation fees and tour expenses. Assist with reconciliation of expenses for traveling exhibitions, maintain expense files and review registration and relevant Exhibition Production spreadsheets. Also track curatorial department expenses.

Assist with preparation of tour solicitation materials, maintain a spreadsheet for tour tracking and exhibition solicitation; draft tour solicitation letters as needed and assist with preparation of tour proposal packages.

Review materials submitted for approval by tour venues, circulating as necessary, and communicating with tour venues.

Create and maintain files of exhibition-related documents, including exhibition fact sheets, project descriptions, budgets, floor plans, installation requirements, and tour information.

Solicit all department catalogue orders for upcoming MOCA-organized and traveling exhibitions and provide distribution list to MOCA Store.

Assist with publications responsibilities, including coordination of design and editing of exhibition materials.

Assist with oversight of the MOCA library, including onsite and offsite storage; book retrieval for museum staff.

Assist with exhibition and other museum archives, organizing and maintaining an inventory of museum records that are placed into storage and arranging for their retrieval and refiling; assisting with internal and external requests for exhibition archives and invoicing for related museum expenses.

Assist with TMS database administration, setting up new exhibitions and assigning permissions, and liaising with outside TMS consultant

Track incoming artist and traveling exhibition proposals and draft appropriate letters of response from the Director, Chief Curator, or Director of Exhibition Management.

Answer inquiries and circulate proposals that arrive in the Exhibitions website mailbox.

Maintain calendar of staff time out of the office for the Curatorial Department.

Develop and maintain filing and recording systems; assure that accurate indexing and record controls are in place to expedite efficient information retrieval.

Sort, screen and route incoming correspondence. Send office correspondence via mail, email, facsimile, FedEx, and courier; distribute interdepartmental mail.

Assist with other curatorial department and museum needs as requested and perform other related duties as required.

How to apply

Please email your resume and cover letter to hr@moca.org

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