Project Manager, Exhibitions

MISSIONThe 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.We offer a competitive, comprehensive benefits package:Generous paid time offPaid holidays (up to 14 days)Medical, dental, and vision insuranceGenerous parental, caregiver, and medical leave benefitsCompetitive retirement planTuition remission and Tuition Exchange ProgramGreat employee discountsComplimentary general admission to participating cultural institutionsSalary Grade 7ABOUT THE DEPARTMENTThe Exhibitions department oversees the administration of the exhibition program at the Art Institute of Chicago. In partnership with curatorial departments and internal and external stakeholders, we provide guidance and strategic leadership in the planning and execution of temporary exhibitions, from collection-based presentations to major loan exhibitions, on site and on tour to other institutions. We manage the program’s budget and schedule and provide project management while fostering collaboration, engagement, and equity across all teams and individuals.ABOUT THE POSITIONWith the Director and Associate Director of Exhibitions, supports the administration of the museum’s exhibition program. Designs workflows and manages all aspects of planning, budgeting, and execution for several exhibitions concurrently, including domestic, international, single, and multi-venue exhibitions as assigned. Creates and maintains exhibition planning procedures, tools, and systems and advises curatorial and stakeholder colleagues on best practices. Participates in long- and short-term strategic initiatives in support of the exhibition program.RESPONSIBILITIESStrategy:

Assists in developing, implementing, and refining cross-departmental processes and procedures for exhibition planning and scheduling. Supports the selection and implementation of software tools to aid in exhibition project management and execution. Develops innovative data-driven approaches to exhibition planning with the Department of Enterprise Software and Analytics.Budgeting:

Works closely with curatorial departments and internal stakeholders to forecast expense projections, create initial budget and scope proposals, and facilitate modifications as needed for approval.Project management:

In consultation with the project teams, develops project management strategies for assigned exhibitions; proactively identifies challenges. In consultation with stakeholders, develops timelines and tracks progress. Initiates and provides guidance on cross-departmental planning processes, including scope planning, content development, exhibition design, interpretive planning, and logistics. Maintains big-picture view of project management workflows to ensure cross-departmental alignment and buy-in. With stakeholder departments, directs selection and implementation of database management tools and templates.Communication:

Reports regularly on all aspects of exhibition budget 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 producing exhibitions and to external stakeholders involved in particular exhibitions, including partner institutions.Checklist Management and Loans:

Initiates loan request process in consultation with the curatorial team and Collections and Loans and facilitates the planning and negotiation efforts with lending and co-organizing partners. With the curatorial department, tracks lender correspondence and loan requirements – including object and display information, conservation needs, images and rights, and provenance status – and collaborates on checklist database for internal stakeholder and external venue partner use, if needed. Initiates the image bank selection and image use permissions process. Coordinates loan object-related activity with internal colleagues, including but not limited to imaging, framing, mounting, and other preparation or treatment. In consultation with Collections and Loans, supports the preparation of applications for U.S. government indemnity (USGI), when applicable. In consultation with the curatorial team, Collections and Loans, and General Counsel, prepares applications for immunity from judicial seizure, when applicable.Logistics:

Collaborates with stakeholder departments to ensure appropriate prioritization and allocation of staffing resources for exhibitions. Liaises with stakeholders to manage installation, buildout, maintenance, and deinstallation logistics; exhibition furniture; audiovisual components; security needs; lighting; and environmental and interpretive materials. Communicates closely with Exhibition Design, Facilities and Logistics, and Collections and Loans on all aspects of the installation process. In consultation with Collections and Loans, assists with the development of a daily installation schedule.Institutional Partnerships:

Facilitates development of tour strategy, proposals, and budget in consultation with the curatorial team, Collections and Loans, and Finance. Acts as liaison with partner institutions, including development and negotiation of tour terms, responsibilities, and agreements. Engages with the domestic and international exhibition organizing community; stays abreast of industry developments and best practices.Artwork Production and Contracts:

Initiates and facilitates artist agreements, vendor contracts, and payments for artwork production and/or exhibition consultants as required, with museum stakeholders and General Counsel.Duties, responsibilities, and activities may change or be added to as needed at the manager’s discretion.PHYSICAL REQUIREMENTSProlonged 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.Constantly operates a computer; must be able to communicate effectively through digital tools.QUALIFICATIONSMinimum 1-3 years of museum, project management and/or exhibition experience required, 4 or more years preferred.Bachelor's Degree required, Master’s degree preferred.Experience organizing loan exhibitions preferred.Familiarity with the museum field and best practices.Knowledge of project management practices and tools.Superior communication, writing, and organizational skills.Ability to work independently and proactively.Diplomacy, discretion, and the ability to lead and engage teams of diverse personalities.Willingness to embrace the museum’s commitment to creating an inclusive and equitable institution.CLOSING STATEMENTThe 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 apply_help@artic.edu.UNION INFOThis position is part of a bargaining unit represented by AFSCME Council 31.

Application Instructions / Public Contact InformationPlease provide an updated resume.

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