Exhibitions Coordinator at Sarasota Art Museum at Ringling College

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Job Description Summary

Under the supervision of the Director of Exhibitions, the Exhibitions Coordinator supports the museum’s exhibition program by providing administrative and logistical coordination to the curatorial department in the planning, organizing, and implementing of exhibitions.

Job Description

DUTIES AND RESPONSIBILITIES:

Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.

Exhibition Duties

• Maintain and update exhibition checklists and lender lists; prepare exhibition agreements and loan documentation.
• Facilitate the production and distribution of exhibition texts, including gallery didactics and website content.
• Obtain hi-res images, permissions/copyright clearances, and maintain image file management system.
• Compile and archive exhibition-related information pertinent to grant applications, final reports, and other institutional needs.
• Maintain the museum’s collection management database.
• Prepare and maintain exhibition preparation areas before and after installations and de-installations.

Logistical Duties

• Coordinate project timelines and collaborate with exhibition curators, external vendors, and design and installation teams to complete all phases of exhibition planning and execution.
• Maintain schedules for exhibition production and installation changeouts, serving as the departmental point of contact in galleries.
• Coordinate and oversee incoming and outgoing shipping, preparing pertinent documentation including packing lists, inventories, and receipts.
• Facilitate exhibition documentation and condition reporting.
• Perform routine maintenance in galleries, art storage, and exhibition preparation areas.
• Maintain inventory and upkeep exhibition supplies and equipment.

Administrative Duties

• Communicate with venue partners, organizers, guest curators, vendors and artists, as well as internal teams, including Learning and Engagement, Marketing, and Graphics/Design teams to facilitate the building of exhibitions.
• Arrange planning meetings, prepare agendas, record minutes, and circulate action items in consultation with Director of Exhibitions and curators
• Coordinate travel and accommodations, prepare itineraries, and provide client service and hospitality for artists, guest curators and other exhibition guests.
• Prepare and maintain relevant digital and hardcopy exhibition files.
• Process contract payments and invoices, and track expenditures through budget management documents.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Note: The following knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies relevant to the role. Meeting the listed qualifications does not

• Excellent organizational skills.
• Excellent communication and interpersonal skills.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Excellent computer skills, including proficiency in Microsoft Office and Google Drive.
• Ability to maintain a flexible approach to ensure every project’s success.

Education and Experience

Minimum Qualifications:

• High School diploma or equivalent.
• Two years of experience or formal education in Arts Administration, Exhibition Management, Museum Studies, Art History, or a related field.

Preferred Qualifications:

• Bachelor’s degree in Arts Administration, Museum studies, or a related field.
• Three years of experience in the museum exhibitions field.
• Experience in project management, including planning and implementation.
• Experience with software systems such as Adobe Creative Suite and/or Sketchup.

Ringling College of Art and Design is an Equal Opportunity Employer.  The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.

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