COLLECTION MANAGEMENT – Manage all ongoing collection management duties for all media and non-media artworks:

• Detailed documentation of all installation, architectural, and technical specifications for artworks, including photography of components and installations, preparation of dimensioned drawings, etc.

• Inspection and documentation of artworks to produce condition and iteration reports, including itemized information for collection database.

• Metadata and content management of collection database, including object and component records, accession numbering, photography, barcodes, unique IDs, generation of reports and spreadsheets.

• Location inventory updates for storage facilities, loan activity, conservation projects, exhibitions, etc.

• Development and recommendation of new collection management protocols and best practices.

• Development and management of digital and paper archives, including filing and scanning.

• Development and management of detailed collection budgets, working closely with Director. To include all projected annual costs for installation, conservation, framing, shipping, fees, events, etc.

• Weekly, monthly and quarterly collection updates and reports.

• Management of all incoming exhibition invitations, magazines, correspondence, etc. to ensure all items are reviewed with team and collectors, including drafting of responses to be sent by Director or collectors.

• Record-keeping of visitors to residences, ensuring follow-ups are sent as required.

PROJECT MANAGEMENT – Senior management and coordination of all activities related to Collection projects:

• Lead project management, task organization, and coordination of all Collection activities amongst team, including establishing and ensuring completion of workflows, priorities, project schedules, milestones, etc.

• Develop and manage workflow pipelines and schedules amongst team using Asana

• Develop and manage conservation workflows, working closely with media conservator, to ensure work schedules are connected with exhibition and loan schedules.

EXHIBITION AND LOAN MANAGEMENT

• Working closely with Director and Exhibitions and Technology Manager, lead ongoing project management of all exhibition planning, including correspondence with architects, acousticians, artist studios, specialist vendors, audiovisual engineers, installation teams, etc.

• Prepare and manage detailed exhibition timelines for onsite installations, loans, and partnership projects.

• Administer and project manage loans of single or multiple artworks, including co-organized exhibitions.

• Research and communicate with local and international vendors and specialist teams as required.

• Develop and manage detailed exhibition budgets, working closely with entire team, and manage communication with vendors for quotes, budgets, invoices, and coordination with CFO on payments.

• Manage all administration and paperwork related to loan forms, framing, shipping, storage, and insurance.

ACQUISITIONS AND LOANS

• Manage precise procedures for acquisitions and proposed artworks, including communications with galleries and administration related to legal agreements, deliverables, installation documentation, insurance, shipping, and storage logistics.

• Track all incoming correspondence, documentation, and videos in collection digital archive and assign tasks and schedules within Asana for review and follow-up.

• Draft, develop and implement improved collection management protocols for all acquisitions and loans.

See here for complete job description: https://www.artstie.com/art-jobs/collection-project-manager-media-art/

Minimum of 5 years senior experience working within contemporary art environment, preferably art museum, gallery, or artist’s studio specifically related to above responsibilities. Candidates with background in movie, theatre, or production fields will be considered provided a demonstrated experience working with contemporary art and artists. Ability to coordinate and facilitate teams working collaboratively on complex projects is essential. Ability to work effectively under pressure and in self-motivated and dynamic way to meet deadlines, enjoying freedom to work on one’s own at the same time as follow direction. Strong computer and software skills essential, in particular email organization workflows, task management software, and Mac environment (Office 365, Apple Pages, Numbers). Experience using architectural drawing applications (CAD, Illustrator, etc) would be beneficial. Strong knowledge of audiovisual technology highly beneficial.