Exhibition Management Coordinator

Job details:
MOCA - Museum of Contemporary Art Los Angeles
Expiring Date: 12 August 2017
Date: 13 June 2017
Sector: Visual Arts
Function: Management/General Management, HR/Training/Organization
Contract: Full Time
Salary: Salary according to the experience
Place of work: United States (Los Angeles)
MOCA - Museum of Contemporary Art Los Angeles

Job Description

Exhibition Management Coordinator
Responsible for general assistance with exhibition budgets and project managing of assigned exhibitions and related programs. Assists with selected curatorial department and museum needs. 
A minimum of two to three years’ related experience in a museum 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 every aspect of the implementation of the Museum’s exhibition planning process. 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.
Oversee internal exhibition schedule, review and track internal and external event dates for potential conflicts. Distribute as necessary.
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, reconcile credit card statements, advise curatorial department staff as it pertains to MOCA expense policies and procedures.
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.
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.
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.
Develop and maintain filing and recording systems; assure that accurate indexing and record controls are in place to expedite efficient information retrieval.
Assist with other curatorial department and museum needs as requested and perform other related duties as required.
Physical Demands
While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate computer and other office equipment required. Heavy usage of computers and phones required.
The physical demands described above 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.
Please submit your resume and cover letter to [email protected]

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