Manager of Exhibitions and Publications
The Frye Art Museum is a living legacy of visionary patronage and civic responsibility, committed to artistic inquiry and a rich visitor experience. A catalyst for our engagement with contemporary art and artists is the Founding Collection of Charles and Emma Frye, access to which shall always be free.
THE POSITION: Manager of Exhibitions and Publications
DEPARTMENT: Exhibitions and Publications
REPORTS TO: Director/CEO
SUPERVISES: Exhibitions and Publications Coordinator (part-time), Curatorial Interns & Volunteers
FLSA STATUS: Exempt
BENEFITS: Full benefits including medical, dental, vacation accrual, 403b and more
The Manager of Exhibitions and Publications will oversee all administrative aspects of the planning and implementation of Museum exhibitions and exhibition-related publications. The ideal candidate will be highly organized and motivated, have exceptional project management, budget oversight, communication, and interpersonal skills, and be dedicated to continuing and enhancing the artistic excellence of an institution with a deep commitment to both historical and contemporary arts programming. This position will work under the supervision of the Director/CEO and collaborate closely with curatorial staff, head of collections and chief registrar, manager of exhibition design and production, and many other Museum departments and staff.
Staff Management and Internal Communications
- Manage and oversee exhibitions and publications staff, interns, vendors, and independent contractors including guest curators in collaboration with the Director/CEO and curator(s).
- Serve as liaison across all Museum departments as well as artists and guests for all exhibition and publication projects.
- Create, circulate, and update organizational timelines, procedures, and style guidelines, and lead weekly exhibition department meetings and bi-weekly interdepartmental meetings on upcoming exhibitions and related projects.
- Assist the Director/CEO in developing and managing project and fiscal year budgets for the exhibitions and publications department.
- Process invoices and payments to institutions, artists, and vendors in a timely manner.
- Develop and generate budget reports and projections for the Director/CEO and chief financial officer on a quarterly and as-needed basis.
- Prepare budget reports and expense summaries on exhibitions for grant reporting as needed.
Exhibition and Publications Project Management
- Develop and track production timelines for all aspects of exhibition and publication planning, development and implementation in collaboration with department staff, curators, and the Director/CEO.
- Use Basecamp to internally track, assign and monitor deadlines to ensure projects are completed in a timely and successful manner.
- Develop, review, and execute artist agreements, exhibition contracts with partner organizations, publication contracts, and contracts with independent contractors and guest curators related to exhibition and publication projects.
- Monitor all contracts to ensure obligations are met in a timely manner.
- Maintain and follow exhibition and publication procedures, and update, revise and maintain institutional style guidelines.
- Draft, maintain and distribute exhibition checklists for internal and external use.
- Develop and maintain yearly exhibition calendars in collaboration with the Director/CEO, curators and exhibitions department staff.
- Coordinate and manage relationships with external copyeditors and proofreaders for all exhibition- and publication-related texts.
- Secure rights and reproductions for images and audiovisual materials related to exhibition and publication projects and track proper use of captions and lender information.
- Provide approved texts, images, captions and information on exhibition and publication projects to the communications, development, and education departments for use in press releases, marketing, grant applications, and educational materials.
- Coordinate installation photography of exhibitions and photography needs for special exhibition and publication projects in close collaboration with the Director/CEO, curators, and museum staff.
- Draft and maintain exhibition credit lines in collaboration with the development department.
- Maintain and update exhibition-related information in the EmbARK database in collaboration with the collections department.
- Oversee administration of exhibition and artist proposal review, including coordinating curatorial review and preparing correspondence in collaboration with the curators and Director/CEO.
- Organize all aspects of travel and hospitality for visiting artists, curators, and other guests.
- Identify and liaise with co-publishers, printers, distributors, authors, designers, artists on publication projects.
- Compile front and back matter for publications, including acknowledgments, table of contents, bibliography, notes, copyright page, and index as needed.
- Manage CIP and ISBN applications.
- Create and manage distribution list for publications, distribute catalogues internally, and send catalogues to lenders, writers, and other contacts.
- Answer inquiries from the public via phone and email in a prompt, professional manner.
- Create, maintain, and archive project files.
QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Attention to detail and excellent organizational, project management, research, writing, and editing skills.
- Strong communication and interpersonal skills.
- Ability to work independently and prioritize multiple projects with competing deadlines.
- Demonstrated flexibility and ability to work well with national and international artists and curators.
- Proficiency with Microsoft Office software, in particular Word, Outlook, PowerPoint, and Excel.
- Knowledge of art history, particularly late-19th and early-20th-century European and American art as well as modern and contemporary art is an advantage.
- M.A. in Art History, Museum Studies, Arts Administration, or equivalent (defined as at least 3 years prior museum work experience).
- Experience in exhibition and publication management in a museum context with experience in budget forecasting and management preferred.
- Work areas are inside, in a climate-controlled environment with light background noise. Work is occasionally performed at other indoor and outdoor event sites. Shift times may vary. Work may require long periods of sustained standing during Museum events.
PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS:
- SITTING/STANDING/WALKING: Approximately 90% of time is spent seated while working at a desk. Balance of time (approximately 10%) is spent standing or moving around the work area. Ability to stand for extended periods of time when assisting at Museum events.
- LIFTING/CARRYING/PUSHING/PULLING: The ability to lift and carry up to 30 pounds is necessary for moving material and equipment.
- VISION: Corrected vision close to 20/20 is necessary to effectively use the computer screens and engage with visual material.
- STOOPING/KNEELING: The ability to stoop and kneel is necessary for accessing files.
- REACHING/HANDLING: Good manual dexterity is necessary for computer keyboard use and for retrieving and working with appropriate paperwork, equipment, and supplies.
This job summary is a summary of the primary duties and responsibilities of this role at the Frye Art Museum. Employees must maintain a high degree of flexibility in our rapidly changing environment and, as such, may be required to perform additional duties beyond the scope described here from time to time.