Design, Interpretation, Media, and Publishing Project Coordinator

Location: Indianapolis

Opportunity Title

Design, Interpretation, Media, and Publishing (DIMP) Project Coordinator

Reports To

Director of Content and Interpretive Engagement

Salary

$47,000 annually

Responsibilities Financial, Administrative & Contract Management

• Track and monitor budgets for exhibition graphics and support operational budgeting for department.
• Create requisitions, receive purchase orders, and process and track invoices in alignment with approved project budgets and timelines.
• Manage departmental contracts and provide administrative support for financial documentation and procurement processes.

Project Management & Representation

• Represent the Design and Media teams in project production schedule meetings and understand interdependencies across exhibition design, graphics, and media timelines.
• Review rotation proposals and associated timelines to stay aligned with upcoming scheduling needs.
• Track project milestones, dependencies, and risks, escalating issues as needed to maintain timelines.
• Create and maintain integrated project schedules across graphics, media, and proofing schedules.
• Support exhibition development by managing content and design production schedules in project management software.

Cross-Departmental Communication

• Communicate proactively with other departments on graphics‑and media‑related needs, including reporting on schedules and deliverables in project meetings.
• Document decisions, action items, and approvals to ensure accountability and follow‑through.
• Manage maintenance and scheduling of select design and interpretation focused gallery elements, including label production process and installation/interpretive tool upkeep.
• In collaboration with the Director of Content and Interpretive Engagement and team managers, coordinate the routing and tracking of content and design materials throughout the review and approval process, ensuring all materials reach the Director of the Museum on schedule and that feedback is returned to project teams in a timely and organized manner.

Staff & Resource Coordination

• Coordinate staff project assignments in collaboration with department managers.
• Review concurrent project schedules to identify timeline conflicts or capacity limitations and work with stakeholders to adjust timelines or develop solutions.
• Maintain a calendar or database of staff project lists and assignments.

Media Representation & Content Management

• Serve as the departmental lead for Newfields’ digital asset management (Piction) system and lead the cross‑departmental Piction working group.
• In collaboration with the Director of Content and Interpretive Engagement, provide strategic direction, facilitate collaboration, and guide shared decision‑making across teams.
• Document, and maintain DAM governance, workflows, and best practices to ensure alignment with institutional goals and long‑term asset stewardship.
• Act as the primary escalation point for DAM‑related issues, guiding resolution and coordinating with internal stakeholders or system administrators as needed.
• Serve as the Media team representative on assigned exhibition projects.
• Collaborate with Media and Design teams to prepare photography for exhibitions and publications.

Workflow & Process Improvement

• Assess existing workflows and collaborate with team members to improve processes that ensure staff receive necessary information and resources for successful project execution.
• Develop and document standardized project workflows, templates, and best practices to improve efficiency and consistency.

Required Skills

• Ability to prioritize and execute multiple tasks under deadline pressures.
• Strong attention to detail.
• Collaboration and teamwork across departments.
• Effective verbal and written communication with staff and external constituents.
• Proficiency in Microsoft Office Suite (especially Excel, Teams, and PowerPoint).
• Flexibility, resourcefulness, and anticipation of departmental/institutional needs.

Educations And/or Experience

• Project management experience (a plus).
• Budget and project tracking experience.
• Experience with metadata or digital asset management (a plus).
• Experience with printing processes or production (beneficial but not required).

Physical Demands of Work Environment

Occasionally required to stand, walk, sit, use hands to finger, handle; reach with hands and arms; climb stairs; balance; stoop, kneel. Must occasionally lift and/or move up to 20 pounds. Specific vision abilities: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. May require working outside in extreme temperatures and or temperatures below freezing.

Work Environment

Noise level is usually moderate. Requires working around large groups of people in close proximity. Requires working outside of normal working hours, including nights and weekends.

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