Crystal Bridges transforms lives through experiences that encourage the discovery of new ideas, expanded dreams, and inspired actions. Art Bridges’ mission is to share outstanding works of American art with those that have limited access to our country’s most meaningful works. Crystal Bridges is seeking an experienced traveling exhibitions manager to join our team and help achieve these inspiring goals.
The Traveling Exhibitions Manager is an integral member of the Crystal Bridges (CB) and Art Bridges (AB) teams, managing Art Bridges (see artbridgesfoundation.org) and Crystal Bridges outbound traveling exhibitions. S/he collaborates with internal teams and provides crucial information and support to partner institutions in the presentation of exhibitions and installations which provide access to American art to all.
The Traveling Exhibitions Manager is a Crystal Bridges employee, and as such, reports to the Director, Exhibitions and Interpretation. Approximately 30% of the time, s/he will be managing traveling exhibition projects for Crystal Bridges. The other 70% of the time, s/he will be managing traveling exhibitions for Art Bridges. In those instances, s/he will work with—and have dual reporting to—the Art Bridges Program Administrator.
The duties of this position are complex in nature, and the ideal candidate must be experienced, professional, pleasant, proactive, highly organized, an outstanding problem solver, and have the energy and ability to balance and quickly execute multiple tasks. The position requires outstanding communication skills, considerable diplomacy, a sense of humor, and discretion in the handling of sensitive information.
An essential function of the Traveling Exhibitions Manager’s work is to develop and implement efficient systems to facilitate the exchange of exhibitions between institutions, ensuring that numerous day-to-day details are taken care of. S/he must be comfortable with and proficient at rapidly handling multiple and overlapping projects. Key responsibilities include adapting and reviewing exhibition contracts under the supervision of the Director, Exhibitions & Interpretation; creating, tracking and maintaining multiple project schedules; pulling together and organizing exhibition contents; providing timely information and ongoing support to partner institutions; processing and organizing project invoices and documents; tracking budgets, and facilitating each projects’ forward movement. S/he will keep colleagues informed about any issues or changes in project scope, and insure all communications are clear, timely, helpful, and documented.
This position will require some travel to meetings, conferences, partner institutions, or other locations.
Principal Responsibilities (Essential Functions)
- Manages logistics and provides customer service for multiple, overlapping outbound traveling exhibitions for Art Bridges and Crystal Bridges
- Adapts and reviews contracts for Art Bridges and Crystal Bridges projects under the supervision of the Director, Exhibitions & Interpretation, and monitors venues to ensure obligations are met in an appropriate and timely manner
- Develops, communicates, and tracks schedules and budgets for Art Bridges and Crystal Bridges traveling exhibitions
- Tracks spending against project budgets, makes suggestions for keeping projects on budget, and alerts AB and CB staff to potential budget issues
- Collaborates with internal colleagues to assemble exhibition prospectuses and project contents (i.e. texts, interpretives, a/v media, and design plans) and provides them to partners in a cohesive, easily understandable and actionable package; may assist with identifying venues
- Collaborates closely with AB and CB registrars
- Schedules timely meetings, books meeting rooms, prepares agendas, and facilitates positive and productive meetings
- Answers inquiries via phone and email in a prompt, professional manner
- Organizes, maintains and archives project files and exhibition documentation
- Works with department assistant to process project-related invoices and payments
- Tracks project budgets, and generates financial reports as requested
- Performs other duties as assigned
- Associate or Bachelor’s degree in art history, museum studies, arts or business administration, communications, or equivalent degree/experience required
- Proven experience and success in project management and in meeting deadlines within fast-paced working environments is required
- Demonstrated experience with accounting and project management software strongly preferred
- Demonstrated knowledge of current practices in exhibitions management required
- At least two years demonstrated project management experience (tracking budgets, developing and tracking schedules, reviewing and finalizing contracts, organizing and facilitating meetings, and coordinating people) is required.
- 2+ years work experience managing exhibitions in a museum or gallery is required.
Skills and Abilities:
- Proficiency in Microsoft Office applications: Word, Excel, and PowerPoint is required.. Experience with Microsoft Project and other scheduling software is strongly preferred.
- Experience with or the ability to quickly learn specialized software systems is required, including TMS, EMS, PowerPlan, Tableau, and Financial Edge.
- Professional and approachable, with excellent communication, organizational, and interpersonal skills
- Highly organized and detail oriented
- Ability to work independently, and with diverse personalities
- Willingness to work weekends and evenings, and adjust hours, as required
- Natural ability to effectively multitask in a fast paced environment.
- Ability to understand and maintain the highest levels of confidentiality and discretion
- Flexibility, creativity, a positive attitude, and a good sense of humor are essential
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
- Physical demands: Occasionally, while performing the duties of this job, the employee may be required to travel independently. In the work environment described below, position requires working at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination. Vision abilities required by the job include close and distant vision. When not in the office, the person in this position will require the capability to move and be present in galleries during construction, installation and deinstallation, and be able to navigate through different Museum buildings and on the trails and grounds. When working in public spaces and galleries, physical stamina is needed to lift and carry supplies, and at times, assist with installation of labels, objects, and other exhibition related elements.
- Work environment: Work will be performed in an office environment, museum spaces, outdoors, and in the communities served. When not in the office, the employee will be spending extensive amounts of time in the Museum buildings, grounds, galleries, and library. The noise level in the Museum work environment is usually low to moderate.