The Exhibition and Collections Coordinator is critical to the Museum's success. The position is centered in the Exhibition and Collections Services division and serves to help manage the museum's collections, loans, and exhibitions. Reporting to the Head of Exhibitions and Collections Services, this role works to coordinate the logistics of exhibition production and collections management in conjunction with the Exhibition and Collections Teams. As the coordinator, a crucial part of this role will include scheduling deadlines and assigning tasks that pertain to bringing exhibition and collections initiatives to fruition. Directly reports missed deadlines to the Director.
Duties:
Collaborates with the Museum Registrar in the documentation, maintenance, transportation, and exhibition of the Museum's art collection and loans.
Collaborates with the Museum Registrar in maintaining and updating all records (both paper and digital) pertinent to the museum's collections, including loans, condition, location, exhibition and publication records, and insurance values.
Assists with coordinating the movement of art, including art handling and making shipping arrangements as needed.
Assists in the development and revision of policies.
Conducts periodic collection inventories.
Coordinates rights and reproduction requests.
Handles special projects such as storage and database improvements.
Implements and monitors approved collection policies.
Keeps current with AAM Best Practices, and with international, national, and state laws concerning museum procedure and collections management.
Manages campus loans.
Photographs and scans artwork as assigned.
Prepares receipts and condition reports for incoming and outgoing artwork.
Tags, catalogs, and houses artwork in collection storage.
May train collections interns and volunteers as needed.
Assists in the preparation of virtual exhibition documents.
Performs various duties as needed to successfully fulfill the function of the position.
Coordinate and oversee the logistical planning of special projects from the point of initiation to close out, working with Museum divisions and external partners to successfully coordinate timeline/milestones, risk and needs assessments, budget development and management, and reporting.
Using FileMaker Pro, generate documentation, such as Deeds of Gifts, Loans, and other necessary paperwork.
Condition-checking and documentation of artworks during exhibition; including installation and de-installation, conservation projects, and other collection- and loan related movement.
Generate condition reports and other loan-related documentation.
Manage environmental monitoring and IPM (Integrated Pest Management) by operating equipment, establishing monitoring parameters and alerts, data collection and analysis, implementing preventative measures, and reporting.
Oversee campus loans.
Keeps current with AAM Best Practices, and with international, national, and state laws concerning museum procedure and collections management.
Courier artwork as needed.
Pack and unpack artwork.
Required Education: Bachelor's degree, AND:
9 months of museum experience.
Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 57 months of related experience.
Skills:
Highly organized and able to handle multiple projects and deadlines.
Strong initiatives to solve problems.
Able to work well with interdepartmental teams and initiatives.
Knowledge of current museum registration practices.
Knowledge in the area of art handling and installation.
Demonstrated skill in using collection management software.
Demonstrated skill using Microsoft Word, Excel, and Teams.
Ability to multitask and work cooperatively with a team of various departments, knowledge levels, and experiences.
Excellent written and verbal communication.
Certifications:
Valid Driver's License to drive university vehicles.
Advertised Physical Requirements:
Ability to engage in repetitive motion.
Must be able to lift up to 50 lbs.
Frequent exposure to pressure caused by deadlines and busy periods.
May be required to climb, bend, stoop and carry.
Department Preferences:
Two year's experience in project management.
Knowledge of File Maker systems collection database.
Ability to adapt to changing circumstances and unexpected situations.
Supervision: No supervisory duties.
Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.
Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.
Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.
