Curatorial Department Coordinator

Henry Art Gallery

The Curatorial Department Coordinator (CDC) is responsible for providing support for administration and the general management of projects across Exhibitions, Collections, and Programs areas of the Henry. The Curatorial Department includes all staff who work in Exhibitions, Collections, and Programs areas of the museum, including the Director, Senior Curator, Associate Curator, Associate Curator of Collections, Associate Curator of Public and Youth Programs, Programs Coordinator, Exhibition Manager, Exhibition Designer, Prep Crew, and Registration Assistant. The CDC serves as the department liaison for interdepartmental processes, stewarding curatorial projects and their implications on staff across the Henry. The CDC works in collaboration with Graphics, Communications, Visitor Experience, Operations, and Development teams.


Department Support: (30%)

  • Under general supervision, the CDC organizes and prioritizes activities in support of the curatorial team and assures effective and efficient operation of the department’s projects as liaison to other departments of the museum

  • Provides administrative support (including calendar management and travel arrangements) for the Senior Curator

  • Maintains department calendar, including confirmed and held dates for exhibitions, programs, and collections activities, in tandem with scheduling of other museum events

  • Prepares meeting agendas, and tracks action items for weekly department meetings, cross-department meetings, project-specific meetings, and appointments with external stakeholders

  • Conducts research as needed for exhibitions, collections, and programs

  • Manages correspondence with artists, lenders, donors of art, and other cultural institutions that can be of a sensitive and confidential nature. Creates and maintains department contact lists

  • Is the first point of contact for receiving public and scholarly inquiries, redirects specific inquiries to appropriate department staff, as needed. Receives and sorts incoming mail

  • Coordinates department work study appointments, scheduling, work stations, and other general orientation needs

Content Management for Publications: (30%)

  • The CDC maintains content for, and is the general reviewer of, all published materials produced by the Henry that incorporate curatorial content, including but not limited to: exhibition materials, program materials, e-communications, public flyers, website entries, press releases, and annual reports. Checks for accuracy, credit lines, approved language and images

  • Procures high resolution images, and manages copyright status, licensing, crediting, and proofs for all materials produced for programs and exhibitions, as well as exhibition catalogs

  • Functions as project manager for all exhibition catalogs. Defines scope of publication with Curator and Designer; develops detailed work plan, resources allocation, and schedule for project completion; tracks progress and approvals in each phase of the project; coordinates design and curatorial feedback at each iteration of the project; is responsible for maintaining overall project timeline and budget

  • Manages exhibition catalogs’ distribution, sales contracts, ecommerce arrangements, and library exchanges

  • Creates, publishes, and maintains website entries for exhibitions and programs

Exhibition and Program Support: (30%)

  • Schedules exhibition meetings, supports progress of exhibitions by administering checklists, tracking changes, updates, and other relevant information

  • Develops and maintains timelines with communications, graphics, and development activities surrounding exhibitions and programs

  • Verifies and inputs accurate object information for object labels and other exhibition materials

  • Coordinates exhibition installation documentation, maintains exhibition and program documentation inventory, and organizes digital files for future use and transfer to UW archives

  • Creates and manages exhibition records in collection database, MIMSY

  • Maintains touring exhibition database, consults with registrars and curators for viable options to host touring shows; facilitates correspondence

  • Makes all travel arrangements and itineraries for visiting artists, scholars, or project technicians, including hospitality and payment arrangements

Collections Support: (10%)

  • Organizes Board of Trustees Collection Committee, including scheduling of meetings, coordination with Committee Chair, preparation of all meeting materials, research on new gifts presented at meetings, and preparing meeting minutes

  • Provides collection object cataloging support pertaining to updating object records, artist information, and exhibition history for objects

  • Bachelor’s Degree or equivalent years of experience in Museum Administration; familiarity with contemporary best practices for museum management

  • Project management experience in publication; proven knowledge in image licensing, artist rights, and copyright laws and codes of ethics

  • Excellent time management, problem solving, and analytical skills. Ability to foresee gaps or overlaps in resources, and be poised under pressure

  • Ability to multi-task with strong prioritization and organizational skills

  • Understanding of archival guidelines, policies, and best practices

  • Excellent written, oral, and interpersonal communication skills

  • A strong attention to detail; experience with copy-editing

  • Proven ability to adhere to museum policies, and maintain confidentiality

  • Ability to work independently as well as collaboratively with staff, artists, other museums, galleries, and private lenders. Experience supervising support staff.

  • Commitment to representing the museum with a high degree of integrity and professionalism, maintaining productive and respectful dialogue with staff and stakeholders

  • Proficiency with MS Office Suite, Adobe Creative Suite products, familiarity with basic web maintenance tools, working knowledge of general office equipment


  • Working knowledge of collection management databases. Experience with MIMSY a plus.

  • Interest in contemporary art

How to Apply

To apply, please send cover letter and resume to: Priority consideration will be given to applications received by February 12, 2019. No phone calls, please.

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Posted on February 4