Exhibition Project Manager

Exhibition Project Manager

Reports to:

Director of Collections & Exhibitions

Department:
Collections & Exhibitions

The Birmingham Museum of Art seeks a skilled Exhibition Project Manager to oversee project management for temporary exhibitions and permanent collection projects, while simultaneously managing the production of accompanying scholarly catalogues and digital publications. Working in close collaboration with the Director of Collections & Exhibitions, the Exhibition Team, and various project teams, this position ensures that all exhibitions and installations are planned and executed in alignment with the Museum’s functional and financial objectives.

The Exhibition Project Manager plays an integral role in advancing the Museum’s exhibition program by coordinating across departments, managing timelines and deadlines, coordinating shared understanding of budgets, and ensuring that exhibitions and gallery installations are delivered seamlessly, on time, and within budget.

• Plan and manage the approval, scheduling, and smooth workflow of exhibitions and gallery installations.
• Develop and manage project timelines and deadlines and work with the cross-departmental Exhibition Team or project team (including representatives from Curatorial, Design, Registration, Advancement, Conservation, Digital, Security, Learning & Engagement, and Preparation departments) to complete all phases of exhibition/installation planning and execution.
• Arrange planning meetings, prepare agendas, take minutes, and circulate action items in consultation with the project’s organizing curator(s).
• Track all project details to ensure deadlines are met and exhibitions are delivered on schedule. Utilize project management tools (TMS, Basecamp) for information sharing, checklists, and archival documentation, and ensure that the team is working with the same documentation.
• Establish, update, and disseminate the overall exhibition calendar, including permanent collection installations, gallery rotations, and special gallery projects.

• Collaborate with Exhibitions Registrar to coordinate and manage exhibition contracts and agreements with lenders, artists, co-organizers, and venues.
• Negotiate or draft contract terms and shepherd agreements through internal and external reviews to ensure legal compliance and feasibility.
• Manage guest curator, artist, and guest author agreements as needed.
• Distribute fully executed agreements internally to relevant parties.
• Track contractual deadlines in a master calendar to ensure compliance with all obligations.
• Collaborate with the Exhibitions Registrar to prepare Board resolutions for the City of Birmingham, as needed.

• Alongside organizing curator(s), manage publication workflows from concept to delivery, ensuring books and digital publications arrive on time for exhibition openings.
• Coordinate production teams including external authors, graphic designers, copy editors, and commercial printers.
• Oversee rights and reproductions, including securing image licensing, copyright clearances, and photography for exhibition catalogues and digital publications.
• Manage publishing budgets, negotiate contracts with vendors, and monitor production and printing costs.

• Develop and maintain production schedules, installation calendars, and opening sequence timelines.
• Coordinate with the Preparation team to set installation schedules and manage changeover activities, including gallery preparation and artwork installation/deinstallation.
• Work closely with the Exhibitions Registrar to organize and track loans, rotations, installations, couriers, and security requirements.

• Review project budgets in collaboration with curators, the Exhibitions Registrar, and the Director of Finance.
• Coordinate exhibition staff surveys and provide data and reports on exhibitions for grants, funding proposals, and accountability metrics.
• Evaluate exhibition processes and recommend improvements for efficiency and cost-effectiveness.

• Serve as the central point of contact for…