Overview:

This position is responsible for the general oversight of exhibition planning, including schedules, budgets, and timelines. Also responsible for the administration of circulating exhibitions originated by MOCA or traveling to MOCA from other institutions. Maintains the overall exhibition schedule for the museum’s three buildings as well as the schedules of MOCA exhibitions while on tour. Oversees MOCA’s tour solicitation and responds to tour proposals from other institutions. Responsible for tour budgets, invoicing, and reconciliation of pro-rated and shared expenses. Writes and negotiates exhibition and co-organization agreements between MOCA and other institutions, as well as contracts between MOCA and individual contractors. The Director of Exhibition Management works with the Curators, as well as all MOCA departments, particularly the Registrar and Exhibition departments, on other aspects of exhibition planning as deemed necessary and appropriate.

The position also manages the Curatorial Department’s general budgets, including maintaining related support files, authorizing payments, and oversight of expenses. Oversees and manages staff time and attendance recordkeeping for the Curatorial staff. The position is also assigned to special projects by the Chief Curator and Director.

Requirements:

Minimum of five years’ experience with museum practices and registrarial procedures (contracts, loan forms, invoices, etc) required. Proficiency with computer word processing (Microsoft Word) required; knowledge of Excel and Access recommended. Ability to prioritize multiple tasks, excellent interpersonal and organizational skills with attention to detail required. Ability to work independently, and make decisions under deadlines; ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. M.A. art history or museum studies preferred.

Essential Functions:

Maintains MOCA’s current and advance exhibition calendar and tour schedule. Oversee the dissemination of exhibition schedules, including opening and other event information, through the Exhibition Planning folder. Reviews all exhibition-related printed materials for accuracy of schedule information.

Organizes exhibition “overview meetings” with curator and museum staff who require additional exhibition information, including Communications, Education, and other departments.

Produces timelines for individual exhibitions that provide deadlines for budgets, checklists, loan requests, catalogue production, fundraising proposals, installation, educational programming, printed matter, and other requirements.

Prepares and finalizes exhibition and co-organization agreements in consultation with Chief Curator and organizing Curator(s), Registrar, Exhibitions staff, and co-organizing museums.

Initiates and monitors the circulation and contract negotiations for all MOCA-organized exhibitions. Provides exhibition information to venues, including tour costs, installation requirements, and project descriptions.

Oversees the review process for all MOCA-organized exhibition materials produced by tour venues, and for submitting to organizing venues all exhibition materials produced by MOCA for traveling exhibitions.

Initiates and negotiates contracts with guest curators, artists, and other individual contractors.

Participates in the determination and solicitation of potential venues.

Oversees maintenance of tour solicitation database, including a record of past solicitations and potential future venues.

Works with Curators to prepare exhibition proposal packets for potential venues and makes follow-up calls or arranges for curator to do so.

Schedules exhibition dates with each venue and finalizes tour itinerary.

Compiles incoming traveling exhibition proposals for MOCA’s consideration. Working with key MOCA staff, schedules and negotiates incoming exhibition contracts, fees, and tour costs with the organizing institution.

Supplies tour venues with, and receives from tour participants, final reports and media materials relating to the exhibitions for archival purposes.

Prepares contracts for participating artists and other professional consultants such as exhibition designers, co-curators, and other individual contractors.

Responsible for all exhibition organization and exhibition tour budgets. Works with Chief Curator, organizing Curators, and Finance, Registrarial, and Exhibitions departments to determine exhibition budgets for upcoming fiscal years. Regularly communicates with museum staff to monitor exhibition activity throughout the year.

Prepares and tracks all exhibition income invoices and authorizes all payable invoices. Reviews ledger reports for exhibitions and curatorial department and makes corrections as necessary. Maintains “year-to-date” budget forms that include actual expenditures, and provides budget projections on a monthly basis. Performs budget reconciliation of all exhibition budgets at the end of the fiscal year.

Secures payments for circulation fees, prorated shipping costs, and any other fees or invoices. Maintains Circulation Fee Chart, a schedule that includes tour-related payments and reimbursements made by and to MOCA.

Responsible for the Curatorial Department’s general budgets and maintains files of all departmental check requests and invoices. Prepares and tracks all incoming invoices and authorizes all payable invoices and expenses incurred.

Oversees tracking and response to unsolicited artists materials.

Assists Curators with requirements of research assistants and support staff, and works with all curatorial staff to determine equipment, training, and other needs.

Organizes upcoming exhibition reviews for all staff and provides exhibition-related information to all departments upon request.

Participates in Weekly Coordinating Meetings and Senior Curatorial Staff Meetings.

Maintains the exhibition-related materials and information included in the Exhibition Planning folder.

How to apply

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