Exhibition Coordinator

Birmingham Museum of Art

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The Exhibition Coordinator is responsible for the organization and implementation of temporary exhibitions, permanent collection installations, gallery rotations, and special projects for the Museum in cooperation and collaboration with other museum staff members according to internal processes and professional standards. This position assumes some registration responsibilities for the above-mentioned projects and works closely with the Chief Curator and Chief Registrar to develop an exhibition schedule that aligns with the Museum’s mission and brand. The position is integral to advancing the exhibition program at the Birmingham Museum of Art, and to ensuring the seamless completion of all exhibitions and installations, on time and within budget.


Establishing, communicating, and following up on deadlines.

Tracking all project details to ensure on-time completion.

Utilizing available databases and computer programs (including TMS and Basecamp) to manage exhibitions and related projects for information sharing and archival retrieval.

Working directly with curators on developing, maintaining, and managing individual project checklists and adding these to TMS and disseminating the most up-to-date versions to staff.

Establishing, updating, and disseminating the overall calendar of exhibitions, installations, and gallery rotations.

Attaching documentation to TMS and maintaining hard-copies in the files as part of daily workflow.

Coordinates individual exhibition and installation project budgets, including but not limited to:

Working with departments to complete relevant information for developing project budgets and tracking the status of fundraising.

Tracking installation and exhibition-related expenses by the project.

Maintaining internal invoice tracking and shared-cost budgets for collaborative projects with other institutions.

Utilizing the City of Birmingham requisition and purchasing request system.

Handling final accounting and reconciliation for the shared-cost budget projects, including the coordination of billing cycles with contract terms, and issuing invoices or credits as appropriate in coordination with Finance Department, preparing final budget post-exhibition.

Coordinates exhibition contracts and agreements with lenders, artists, co-organizers, venues, including but not limited to:

Negotiating or drafting appropriate contract terms for exhibition agreements with partner institutions, venue institutions, and lenders.

Shepherding contracts through internal and external reviews to ensure terms are achievable for all parties and that the museum is in good legal standing on each project.

Negotiating, drafting, and maintaining guest curator, artist, or guest author agreements on individual projects, as appropriate.

Managing the internal distribution of fully-executed agreements to relevant and appropriate parties.

Preparing Board resolutions for the City of Birmingham as needed.

Tracking the deadlines outlined in each contract in a master calendar that ensures BMA meets the terms and expectations required.

Develops and manages exhibition/installation benchmarks, including but not limited to:

Serving as the party ultimately responsible for exhibition/installation production schedules. Knowing and communicating current and pending deadlines for concurrent exhibition projects over multiple years.

Providing rich data for metrics on exhibitions and producing reports as needed for grants and fiduciary accountability.

Performs registration functions for exhibition and gallery related temporary loans to the collection, including the following duties:

Completing loan agreements with lenders.

Keeping TMS up-to-date and digitizing documents according to standard practices in the Registration Department.

Arranging packing, unpacking, shipping, couriers, and insurance for exhibition loans.

Inspecting works of art and completing condition reports on an as-needed basis.

Establishing and maintaining loan files.

Following exhibition archiving procedures.

Updating AAM Standard Facilities Report for BMA.

Acting as a courier when required.

Handling objects in a professional manner.

Keeping exhibition object locations up-to-date.

Performing other registration duties as assigned or required.


Skills and Abilities

The ideal candidate is professional, courteous, organized, and highly motivated and should enjoy working on detailed projects alone and with other staff in a fast-paced environment with a diverse constituency of staff, patrons, and vendors. You should have a positive demeanor; be ambitious and eager to learn and have excellent problem-solving skills. You should be focused yet willing to take direction from supervisors. Active listening will be meaningful since information will be in both written and verbal forms. Ability to concisely convey information to different constituencies. A desire to have a variety of duties and a willingness to often change from one task to another of a different nature without loss of efficiency or composure is required.

Physical Requirements

Must be able to work in galleries and storage areas. Working around artworks frequently demands stooping, kneeling, and bending and requires good vision. Occasional lifting and moving of artworks weighing 25 lbs or less. Ability to participate in the transportation of artworks and to stand for long periods of time.


We are looking for someone who is detail-oriented and has project management experience in a museum. A background in art history is not necessary but would assist the candidate. We are especially interested in someone who is a lifelong learner and who likes to follow best-practices in completing tasks assigned as well as someone who is an effective negotiator, decision-maker, and global thinker.

Applicant Requirements:

  • Bachelor’s Degree

  • 2 – 3 years coordinating museum projects, preferably exhibitions

  • Experience with crafting and reconciling budgets

  • Experience with drafting contracts and agreements

  • Excellent verbal and written communication skills

  • Ability to manage and communicate deadlines to a variety of departments

  • High Proficiency in Microsoft Office Suite and Google Suite, Excel, Basecamp (or similar product)

  • Analytical skills including the ability to work with a relational database (TMS)

  • Excellent problem-solving, organization, and time-management skills

  • Experience with organizing loans, shipping, and couriers (preferred)


$49,000 – $55,000 and includes an excellent benefits package.

How to Apply

Candidates should submit online a letter of interest; resume; names, addresses, and phone numbers of three online:

(Position open until filled – Application review to begin August 1, 2019)

Posted on August 5