Project Manager

Description

The 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.

OUR VALUES:  All staff members are expected to embrace the museum’s commitment to creating an inclusive and equitable institution and to adhere to the museum’s shared values.

Our museum reflects and deepens our collective humanity; the arts are integral to an inspired and just society.

• We respect and acknowledge each of our colleagues’ contributions and expertise across all roles within our organization.
• We share in the responsibility to create an antiracist culture built on equity, inclusion, and justice for all, acknowledging that these efforts are intersectional and ongoing.
• We encourage and advance a culture of hospitality, empathy, and gratitude for each visitor, supporter, and member of our staff.
• We embrace innovation and foster change with a progressive understanding of—and obligation to reconsider—our past.
• We sustain an open and dynamic civic platform, inviting and advancing the diverse perspectives of our city, staff, visitors, and supporters.

ABOUT THE DEPARTMENT:  The 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 support while fostering collaboration, engagement, and equity across all teams and individuals.

ABOUT THE POSITION:   Provides direct support to the Executive Director of Exhibitions in the administration of the museum’s exhibition program. Manages, in close collaboration with curatorial staff and museum stakeholders, all aspects and phases of planning, budgeting, and execution for several exhibitions concurrently, including domestic and international, single and multi-venue exhibitions as assigned. Creates, maintains, and provides oversight on exhibition-related project management tools used to schedule, organize, and track an exhibition’s progress to ensure the completion of work at major milestones. Advises curatorial teams and stakeholders on current museum protocols, procedures, and requirements for exhibitions and other exhibition-related matters. Participates in long- and short-term strategic initiatives in support of the exhibition program.

RESPONSIBILITIES:  Strategy: Assists in developing, implementing, and refining cross-departmental processes and procedures for the planning of exhibitions. Supports the research, development, and implementation of tools to aid in exhibition planning and project management. Works with the Department of Analytics and Strategy to develop innovative data-driven approaches to exhibition planning. Supports institutional priorities and initiatives, and contributes to the development of a balanced exhibition program, both on-site and traveling.

Budgeting: Works closely with curatorial departments, Museum Finance, and internal stakeholders to develop and maintain project budgets for exhibitions. Gathers information to create initial budget and scope proposals, presents to leadership for approval, and facilitates modifications as needed. Regularly tracks expenses and projected revenue and coordinates with stakeholders to ensure adherence to project budgets. Works with stakeholder departments to re-forecast expense projections as needed and provides quarterly updates to Financial Planning and Analysis.

Project management: In consultation with project teams, develops project-specific strategies for assigned exhibitions; develops timelines and tracks progress, ensuring adherence to museum goals and best practices; proactively identifies challenges within project execution, and working with colleagues, provides creative options to reach favorable solutions.  Initiates, organizes, and conducts project stakeholder meetings; develops agendas and follows up on action items. Initiates and provides guidance on all cross-departmental planning processes, including scope planning, content development, interpretive planning, exhibition design, and installation logistics. Liaises with and advises all museum departments on exhibition-specific needs and restrictions that may impact their planning, including but not limited to Learning and Public Engagement, Marketing and Communications, Member and Visitor Engagement, Philanthropy, and Public Affairs. Coordinates with colleagues in Capital Programs and stakeholder departments to ensure appropriate prioritization and allocation of museum resources for all in-gallery projects.

Communication: Reports regularly on all aspects of exhibition budget and planning to the Executive Director of Exhibitions; guarantees that pertinent information is shared and deadlines are respected. Acts as primary liaison to internal stakeholders involved in planning and producing exhibitions, including  Collections and Loans, Conservation and Science, curatorial departments, Director’s Office, Engagement, Experience Design, Facilities and Logistics, Financial Planning and Analysis, General Counsel, Institutional Relations, Learning and Public Engagement, Marketing and Communications, Philanthropy, Public Affairs, Publishing, and Protection Services. Acts as primary liaison to external constituents involved in particular exhibitions, including partner institutions; facilitates and tracks curatorial correspondence with lenders.

Checklist management and loans: Responsible for checklist database creation and maintenance, based on object and lender information provided by curatorial teams. Initiates the 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. Tracks lender correspondence and ensures that the database is current and accurate for all internal stakeholder use. Coordinates with organizing partners to manage venue-specific checklists. Requests and tracks image use permissions for the selected Image Bank. Coordinates all 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 when applicable. Prepares applications for immunity from judicial seizure, when applicable, in consultation with the curatorial team, Collections and Loans, and General Counsel.

Gallery Logistics: Liaises with stakeholders to plan gallery turnover, including installation, maintenance, and deinstallation logistics; exhibition furniture (cases, mounts, platforms, pedestals, etc.); audiovisual components; security alarms, stanchions, and cameras; lighting; and environmental and interpretive materials. Communicates closely with Exhibition Design, Museum Facilities, and Collections and Loans on the final details needed during the installation process. In consultation with the registrar and Director of Art Preparation and Logistics, assists with the development of a daily installation schedule. Coordinates with curatorial collection managers for the inclusion of permanent collection objects in exhibitions, and provides information to allow for the planning of resulting permanent collection display changes (managed by collection managers).

Touring exhibitions: Facilitates development of tour strategy, proposal, and budget in consultation with the curatorial team and Collections and Loans. Acts as primary liaison with partner institutions, including development and negotiation of tour terms, responsibilities, and contracts; managing shared and venue-specific checklists; coordinating joint loan agreements; and managing shared-cost budgets and reconciliations.

Contracts: In addition to touring agreements, facilitates review of exhibition-related contracts originated by other stakeholder departments, including artist agreements, vendor contracts, etc. As needed, initiates contract drafts in consultation with museum stakeholders and General Counsel and supports stakeholder departments in arranging contracts with external vendors, consultants, and partners.

Duties, responsibilities, and activities may change or be added to as needed at the manager’s discretion.

PHYSICAL REQUIREMENTS

• Prolonged 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.

Qualifications

• Minimum five years of museum exhibition experience preferred
• Master’s degree or equivalent experience 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

***Please apply online at: www.artic.edu/careers ***

The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.