Assistant Project Manager, Exhibitions

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.

Reporting to the Associate Director, Exhibitions, supports the administration of the museum’s exhibition program. Maintains the integrity of exhibition-related information and resources; assists Project Managers, Associate Director, and Director with exhibition and department projects; and manages some projects with the guidance of the Associate Director, Eshibitions from conception to completion. Assists with the development, implementation, and maintenance of tools and processes used in support of exhibition planning.

Responsibilities

Departmental Support: Provides general administrative support for the department as needed. Implements departmental approach to digital tools, files, and records and helps maintain the digital environment of the department. Maintains the integrity of exhibition-related data, systems, and tools.

Implementation: As directed, carries out the research, development, and implementation of tools to aid in exhibition planning and project management. As needed, assists the department in developing, implementing, and refining cross-departmental processes and procedures for the planning of exhibitions.

Project management: With the direction and support of the Associate Director, and in consultation with project teams, develops timelines and tracks progress for assigned exhibitions, ensuring adherence to museum goals and best practices. Initiates, organizes, and conducts project stakeholder meetings; develops agendas and follows up on action items. Assists with the development of cross-departmental planning processes, including scope planning, content development, interpretive planning, exhibition design, and installation logistics. Liaises with and advises all museum departments on exhibition-specific needs and restrictions that may impact their planning, including but not limited to Learning and Public Engagement, Marketing and Communications, Member and Visitor Engagement, Philanthropy, and Public Affairs.

Communication: Reports regularly on assigned exhibition budgets and planning to the Director of Exhibitions; guarantees that pertinent information is shared and deadlines are respected. Acts as liaison to internal stakeholders involved in planning and producing exhibitions, including Collections and Loans, Conservation and Science, curatorial departments, Director’s Office, Engagement, Exhibition Design, Experience Design, Facilities and Logistics, Financial Planning and Analysis, General Counsel, Institutional Relations, Learning and Public Engagement, Marketing and Communications, Philanthropy, Public Affairs, Publishing, Protection Services, and the Trade Shops. Acts as primary liaison to external constituents involved in particular exhibitions, including partner institutions if applicable; facilitates and tracks curatorial correspondence with lenders.

Checklist management and loans: Assists with the checklist database creation and maintenance, based on object and lender information provided by curatorial teams. As assigned, initiates the loan request process in consultation with the curatorial team and Collections and Loans.

Gallery Logistics: Assists in the planning of gallery turnovers, including installation, maintenance, and deinstallation logistics; exhibition furniture (cases, mounts, platforms, pedestals, etc.); audiovisual components; security alarms, stanchions, and cameras; lighting; and environmental and interpretive materials. Communicates closely with Exhibition Design, Trade Shops, and Collections and Loans on the final details needed during the installation process. In consultation with the assigned Manager, Loans and Exhibitions and Director of Art Preparation and Logistics, assists with the development of a daily installation schedule. Coordinates with curatorial collection managers for the inclusion of permanent collection objects in exhibitions.

Contracts and Invoices: Initiates, processes and reviews exhibition-related contracts and invoices.

Duties, responsibilities, and activities may change or be added to as needed at the manager’s discretion.

Physical Requirements

• Constantly operates a computer; must be able to communicate effectively through digital tools.
• Prolonged periods sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time.
• Frequently moves about through the museum galleries and offices; must be able to cross campus in a timely manner and be present for in-gallery activities where seating may not be available.

• Fluency with Microsoft Office and G Suite products preferred; knowledge of project management tools a plus
• Bachelor’s degree or equivalent experience preferred
• Willingness to embrace the museum’s commitment to creating an inclusive and equitable institution
• Superior communication, writing, and organizational skills
• Diplomacy, discretion, and the ability to engage with diverse teams and individuals
• Three years of professional experience in an arts or cultural setting preferred
• Demonstrable interest in exhibition organization and project management

We offer a competitive, comprehensive benefits package:

• Medical, dental, and vision insurance
• Tuition remission and Tuition Exchange Program
• Generous parental, caregiver, and medical leave benefits
• Generous paid time off
• Paid holidays (up to 14 days)
• Complimentary general admission to participating cultural institutions
• Competitive retirement plan (up to 9% matching contribution)
• Great employee discounts

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The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].

This position is part of a bargaining unit represented by AFSCME Council 31