Exhibitions and Publications Project Coordinator

Reports to: Head of Exhibitions and Publications

Department: Collections, Exhibitions, and Interpretation

Classification: Exempt, Full-Time

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.

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.

• 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,…