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Collections and Exhibitions Administrator

Department:     Collections
Title:                      Collections and Exhibitions Administrator
Status:                  Full Time; Overtime Exempt
Work Schedule:
Generally, comprises ten eight hour days in a two-week period.  Some evening hours or weekend days may be required. 
Travel: 0 – 10%
Job Summary:
Hillwood seeks a highly organized, responsible, flexible thinker, with exceptional communication and coordination skills and upbeat attitude to provide administrative support to our dynamic collections division and exhibition program. The administrator is charged to perform a variety of broad-based administrative and coordination duties related to efficiency and effectiveness of the exhibitions, publications, collections management, library, and archives areas of the museum. Persons with the ability work with attention to detail, follow through, and collegially problem solve are highly encouraged to apply.

Key Job Elements:
Organizational Relationships

  • Reports to Director of Collections with assignments from Director of Learning & Engagement, and Chief Curator.
  • Interacts with staff, volunteers, interns, contractors, colleagues from other cultural institutions, and VIPs.


  • Bachelor’s degree required. Master’s degree in arts administration, project management, museum studies, library science, international service, American studies, or art history with a decorative arts or material culture focus, is a plus.
  • Minimum 2+ years of relevant experience (reception/scheduling, office manager, coordinator, team manager, or administrative assistant) in the workplace, volunteering, or internships. Professional experience of 4-7+ years, is a plus.
  • 1+ years of experience in a museum, cultural, philanthropic, or diplomatic environment, which may have been obtained through an educational internship or volunteering.

Skills and Abilities

  • Computer proficiency and knowledge is critical, including MS Office (Word, Excel, Power Point). Familiarity with Rediscovery, Piction, or similar collections and image databases is a plus. 
  • Effective and professional telephone and e-mail skills for business communications and coordination.
  • Excellent interpersonal skills such as the ability to: collegially group problem solve, communicate and work with grace under pressure, adapt to various work styles of managers, and exercise discretion.
  • Able to complete a multitude of assignments, ranging from helpful short tasks to larger long term administrative projects.
  • Balance working independently without intensive supervision with regular reporting and clarification on assignments.
  • Flexibility and ability to adjust workflow to accommodate immediate needs, changing priorities, and essential long term projects.
  • Reading skills, for comprehension of exhibition and publications texts, and the ability to tactfully provide feedback as an outside reader. Proofing and editing skills is a plus.

Recurring Tasks

  • Assists with responding to inquiries and requests for information requiring knowledge of division/exhibition activities, or refers to division and exhibition staff as appropriate.
  • Reception and handling: receives collections division and exhibitions guests, volunteers, interns, vendors, and volunteers. Offers water, make coffee/tea as appropriate, helps guests settle into accommodations, work spaces, and navigate the Hillwood campus.
  • Liaison with administration, facilities, and information technology departments on office machine upkeep, restocking supplies, digital presentations, and building maintenance in collections division and exhibition design areas, including kitchen, conference rooms, and work spaces for new hires, guests, interns, and volunteers.
  • Coordinates meeting times, agendas, spaces, and catering. Oversees production and distribution of related materials.
  • Assists with event and field trip planning and preparations.
  • Assists with the administration of contracts including RFPs, proposal reviews, signatures, and filing of final copies.
  • For day-to-day office operations, implements changes to improve productivity, efficiency, or enhance the work environment and atmosphere of the division.
  • Completes and updates financial forms and spreadsheets in excel; drafts and updates PowerPoints, reports, and binders.
  • Recruits interns, schedules interviews, and facilitates paperwork for the collections division and exhibition areas.  Establishes regular intern and volunteer recruiting schedule for division needs.
  • Assists with existing volunteers and interns.
  • Builds and maintains excel spreadsheets for exhibition and publication projects.
  • Books outside photographers, maintains photography lists, coordinates internal schedule.
  • Books outside text editors, coordinates drafts.
  • Assists with shaping exhibition texts, and internal coordination of text documents.
  • Facilitates announcements of fellowship program and collects applications.
  • For visiting fellows and guests of the division, makes arrangements for travel, accommodation, and reimbursements.
  • Assists with clearing rights and collects digital files, for still and moving images, from outside providers and rights holders for use in museum publications and exhibitions (in coordination with other potential uses for website, promotional, etc); ensures that assets obtained meet needs for reproduction; draft required credit lines. Assists with record keeping.
  • Assists with compiling of publication texts and images for publisher; ensuring all are in appropriate format, and tracked.
  • Assists with invitation lists and book mailings.
  • Assists with exhibition photo and document replicas.
  • Assists with close-out and documentation of large projects, including transfers to archives.
  • Prints and files digital output (reference images, large batches of research, illustrations, publications proofs).
  • Under direction, organizes/scans/inventories papers of prior curators.
  • Carries out other duties as assigned, such as FedEx coordination, lending assistance with packages/deliveries, assisting on special packets/project deliverables, gallery sitting, catering, etc during times of installation and project deadlines.

Work Environment and Physical Conditions:
The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job.

The employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, and visually or otherwise identify, observe and assess.   The employee is occasionally required to lift up to 15 pounds.  

Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent Hillwood may do so without undue hardship.  The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.   

The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time not does it proscribe or restrict the tasks that may be assigned.  This job description is subject to change at any time.

To apply:
We are a progressive, equal opportunity employer and all candidates are encouraged to apply. You can do so by sending a cover letter noting pay requirements along with your resume to:    Please note “Administrator” in the subject line.