Exhibitions and Publications Project Coordinator

Description

Reports to: Head of Exhibitions and Publications

Department: Collections, Exhibitions, and Interpretation

Classification: Exempt, Full-Time

Benefits: Full Museum Benefits

Schedule: Monday – Friday, 9am – 5pm, Approx. 35 hours/week

Salary Range: Commensurate with experience

Mission: The Dallas Museum of Art is a space of wonder and discovery where art comes alive.

The DMA will:

• Place art and our diverse communities at the center around which all activities radiate.
• Pursue excellence in collecting and programming, present works of art across cultures and time, and be a driving force in contemporary art.
• Strengthen our position as a prominent, innovative institution, expanding the meaning and possibilities of learning and creativity.

Scope of the Position:

In collaboration with the Exhibition Management team, this role will serve as project manager for select exhibitions and permanent collection installations, exhibition and institutional publications, and other special projects in alignment with deadlines and budgetary expectations. The role will manage the tracking and distribution of exhibition proposals and venue packets, the department budget ledger and invoicing, and provide administrative assistance to the Exhibition Management team. This role, in collaboration with the Exhibition Management team, will manage and ensure the delivery of all museum publications and brochures in alignment with deadlines and project budgets, and will manage the museum’s publications inventory. They will aid in the management of daily operations of the department and serve as liaison with outside institutions, contractors, Curatorial, Finance, Education, Marketing, and Development departments.

Duties and Responsibilities:

• Provide project management for assigned exhibitions, permanent collection exhibitions, gallery rotations, and special projects, including convening and chairing meetings, following up on action items, tracking deadlines, managing cross-departmental communications, managing the budget, and other details to ensure timely completion of projects within a set budget. Develop deadlines for exhibition and permanent collection exhibitions and projects including checklists, floor plans, text and all in-gallery content, and graphics. Monitor progress and follow-up with stakeholders, developing alternative plans as required.
• Assist with the preparation of budgets for assigned exhibitions, publications, and permanent collection galleries. Prepare project budgets, create reports, track, and forecast exhibition and publication expenses. Process purchase orders and invoices, complete credit card expense reports, monitor costs, update department ledger, reconcile accounting reports, check for accuracy and identify any discrepancies and forecast in collaboration with the Head of Exhibitions and Publications.
• Oversee and provide project management for assigned publications, including exhibition and collection catalogues, brochures and other special projects. Develop production schedules, convene and chair meetings, track project status, image procurement and tracking, communicate with external stakeholders, assist in monitoring of milestones and routing of materials for internal and external review, manage publication distribution and mailing, serve as primary liaison with Museum Store to promote publications, and other project details to ensure on-time completion of projects within budget.
• Oversee onsite and offsite inventory of publications, arrange for the storage of remaining publications, and remainder inventory as needed.
• Assist with the creation and review of contracts for exhibitions and publications including partner agreements, editors, indexers, photographers, contributors, artists, outside consultants, and other necessary agreements, as assigned.
• Assist with tracking and routing exhibition solicitations and proposals.
• In collaboration with Head of Exhibitions and Publications, maintain and distribute in-house exhibitions and publications schedule to all staff and daily calendar to key stakeholders.
• Maintain accurate computer files for Publications and Exhibitions, using museum file naming conventions, Teams, SharePoint, TMS, and backup systems for archives.
• Other duties, as assigned. 

Requirements

Education, Experience, and Certifications:

• B.A. degree in Art History, Museum Studies, or Studio Art required.
• A minimum of three years’ experience in exhibitions and publications management required.
• Experience developing and managing project budgets and deadlines (accounting a plus).
• Strong administrative, project management, multi-tasking, problem solving, organization and analytical skills, including the ability to work proactively, and perform detail-oriented work with accuracy. Ability to maintain strict confidentiality.
• Excellent written, verbal and interpersonal skills for interacting with colleagues.
• Excellent computer skills with Office 365 applications, particularly Excel. Experience with Teams, Planner and TMS a plus.
• Knowledge of editorial English usage, grammar, punctuation, spelling, editing symbols and proofreading a plus.

Key Qualifications:

• Team player who collaborates toward the overall stability of the DMA by forming internal partnerships and building/nurturing external relationships.
• Contributes ideas with supporting rationale and an action plan to improve quality and productivity. Supports/executes implementation of these ideas to promote change and success. Strategic thinker with attention towards working efficiently and producing long-term results. Disciplined self-starter who seeks innovative approaches.
• Manges time well and is able to prioritize tasks to meet deadlines and complete projects.
• Effectively expresses and communicates ideas, both orally and in writing. Listens actively to information presented by others. Clearly expresses desired outcomes. Keeps all appropriate parties informed on projects, issues and collaborates for practical solutions.

Our Core Values

• Act with Integrity: We are honest and ethical.
• Build Inclusivity: We create spaces where everyone can feel like they belong.
• Communicate Respectfully: We listen intentionally and advocate for diverse perspectives.
• Embrace and Drive Change: We are innovative, creative, and solutions driven.
• Foster Connections: We collaborate around shared goals.
• Maintain Balance: We encourage ourselves and each other to reflect and recharge.
• Remain Curious: We pursue personal and professional learning.

Our Commitment to Equity and Diversity

The Dallas Museum of Art is committed to building a culturally diverse staff and is an Equal Opportunity Employer. The DMA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.