Project Coordinator / Employment

December 18, 2023

Organization Name: Henry Art Gallery

Organization Location: Seattle, WA

Type: Employment

Fee: Free


The Project Coordinator is responsible for providing coordination and organization of exhibition-related projects. The PC reports to the Director of Exhibitions & Collections, and works closely with the Exhibitions, Curatorial, Collections, Programs, and Communications teams. This position ensures that all internal stakeholders are kept in communication about exhibition projects, that deadlines are met and timelines maintained, and that cross-departmental collaborations remain organized and on track throughout the realization of exhibitions.

PAY: $25 – $28 per hour, depending on experience

SCHEDULE: Tuesday – Friday, 36 hours per week (90% Full-time Equivalent or FTE)

REPORTS TO: Director of Exhibitions & Collections

Exhibition Project Coordination and Support (70%)
• Develops and maintains exhibition timelines with Director of Exhibitions & Collections
• Ensures deadlines are met among exhibition project participants, both internal/cross-departmental and external
• Organizes and maintains shared exhibition project calendar, including confirmed and held dates for exhibition runs, and related programs and collections activities in tandem with scheduling of other museum events
• Schedules exhibition meetings with internal stakeholders; prepares agendas for these meetings and tracks action items as necessary
• Supports progress of exhibitions by administering checklists, tracking changes, updates, and other relevant information
• Verifies and inputs accurate object information for object labels and other exhibition materials
• Coordinates exhibition installation documentation, maintains exhibition and program documentation inventory, and organizes digital files for future use and transfer to University of Washington archives
• Makes all travel arrangements and itineraries for project technicians, including hospitality and payment arrangements; collaborates with Curatorial Assistant to arrange artist travel arrangements for exhibition installation
• Manages Image Clearances for exhibition needs
• Creates and maintains exhibition-specific contact lists

Exhibition-related Materials and Publication Support (25%)
• Gathers all content for exhibition related print and digital materials and publications, while maintaining publication project timelines
• Reviews and fact-checks content for non-grammatical accuracy (checking for approved language, correct credit lines, approved images, etc.)
• Procures high resolution images, and manages copyright status, licensing, crediting, and proofs for all materials produced for exhibitions and related projects, such as public programs and catalogs
• Tracks publication project deadlines and project budget with budget manager
• Distributes exhibition-related documents and other materials across departments
• Manages distribution of exhibition catalogs and library exchanges

General and Administrative (5%)
• Supports institution-wide initiatives and staffs events as appropriate, such as exhibition openings and including occasional evening and weekend hours
• Other duties as assigned

Please see website for full details.

Opportunity Website

EmploymentHenry Art GalleryKing CountyVisual