Preparator and Exhibitions Project Manager

About the Role

The Preparator and Exhibitions Project Manager serves as the operational project manager for museum exhibitions annually, each typically involving artwork with an aggregate insured value exceeding $400,000. The position coordinates the planning, preparation, installation, deinstallation, and documentation of exhibitions. Working closely with the Museum Director and Curator of Collections, the role supports the curator’s exhibition plan and manages operational activities to complete exhibitions safely, professionally, and on schedule. Long-term priorities are established in collaboration with the Museum Director, while daily work is organized independently, coordinating resources and exercising professional judgment in art handling, installation methods, lighting, equipment use, object protection, and workplace safety.

Responsibilities

• Serve as the operational project manager for museum exhibitions, coordinating schedules, workflow calendars, installation/deinstallation activities, staffing, facilities support, transportation, equipment, and materials.
• Establish long-term exhibition priorities with the Museum Director and independently organize daily work to support those priorities.
• Support the curator’s exhibition plan and coordinate operational activities for successful implementation.
• Collaborate with the Museum Director, Curator of Collections, artists, exhibitors, faculty, staff, vendors, and campus partners.
• Identify scheduling, operational, safety, security, and object-preservation risks and communicate concerns promptly.
• Provide regular project updates to the Museum Director.
• Install and deinstall high-value artwork and exhibition materials using professional museum practices.
• Pack, unpack, move, arrange, store, and transport museum objects and loans.
• Prepare gallery spaces and museum infrastructure for exhibitions.
• Assemble, maintain, and dismantle exhibition furniture, display structures, plinths, wall text, and related materials.
• Install and adjust exhibition lighting according to accepted museum standards.
• Install and support multimedia equipment, including monitors, projectors, and related technology.
• Create and maintain exhibition work lists for insurance, logistics, and documentation purposes.
• Assist with condition reports for incoming and outgoing objects.
• Exercise independent technical judgment regarding art handling, installation methods, equipment use, lighting, and object protection.
• Pause or stop work when safety, security, or object-preservation concerns are identified.
• Oversee the organization and maintenance of the museum’s off-site storage space in collaboration with the Curator of Collections.
• Assist with collection-management activities, artwork movement, storage planning, and object documentation.
• Maintain gallery, storage, preparation, and work areas in a safe, secure, and organized condition.
• Maintain an inventory of exhibition tools, equipment, furniture, materials, and supplies.
• Support compliance with insurance requirements and loan agreements involving national and international lenders.
• Recruit, hire, train, schedule, supervise, and direct temporary student employees and art handlers.
• Provide instruction in professional art handling, equipment use, safety procedures, and exhibition responsibilities.
• Monitor temporary workers to ensure tasks are completed safely and according to museum standards.
• Obtain competitive quotes or vendor proposals for exhibition-related services, transportation, materials, and equipment.
• Present vendor information and recommendations to the Museum Director for review and approval.
• Coordinate approved vendors and contractors and monitor their work through completion.
• Work with University Facilities staff on gallery modifications, equipment needs, and specialized projects.
• Serve as a primary museum contact for Facilities and Public Safety regarding exhibition and building needs.
• Initiate purchases within approved exhibition plans and established University purchasing procedures.
• Track exhibition-related purchases and provide documentation to the Museum Director.
• Coordinate the rental of appropriate vehicles and transportation of artwork as needed.
• Maintain organized exhibition records, including schedules, contracts, work lists, correspondence, images, catalogs, and installation documentation.
• Coordinate with artists and exhibitors to obtain images, statements, biographies, and other supporting materials.
• Assist with gathering and organizing information for exhibition labels, wall text, and interpretive materials.
• Coordinate museum photography and professional exhibition documentation, including photography, video, and virtual tours.
• Work with University staff or external partners to support advertising, press releases, graphic design, and exhibition publicity.
• Assist with artist visits, lectures, special programs, and other exhibition-related events.
• Ensure exhibition files are complete, accurate, and maintained according to museum and University practices.
• Communicate project requirements, deadlines, responsibilities, and changes to stakeholders.
• Support and assist in creating pathways for faculty, staff, and students to transform lives through engagement opportunities.
• Maintain a commitment to diversity, equity, inclusion, and belonging, fostering a culturally competent and respectful environment.
• Maintain a safe working environment, comply with safety rules, and participate in required training.
• Contribute to the overall success of the University by performing other assigned duties.

Requirements

• Minimum of a Bachelor’s degree in museum studies, fine arts, art history, or a related field (Master’s degree preferred).
• Minimum of 3 years of professional museum or gallery experience (professional museum experience preferred).
• Demonstrated experience with professional art handling, exhibition installation/deinstallation, and safe packing, movement, storage, and transportation of artwork.
• Experience coordinating complex, deadline-driven exhibition projects involving multiple stakeholders and resources.
• Knowledge of professional museum practices related to exhibition preparation, object protection, storage, safety, accessibility, and documentation.
• Experience with exhibition logistics, including scheduling, shipping, installation, vendor coordination, and recordkeeping.
• Ability to interpret exhibition plans, layouts, and measurements and translate them into completed gallery installations.
• Ability to identify operational, safety, and object-preservation concerns and develop practical solutions.
• Experience with basic carpentry and the safe use of hand tools, power tools, ladders, lifts, and related exhibition equipment.
• Knowledge of exhibition lighting and familiarity with multimedia equipment, including monitors and projectors.
• Ability to train, supervise, and direct temporary employees, student workers, art handlers, and volunteers.
• Strong project-management, organizational, problem-solving, and time-management skills.
• Strong written and verbal communication skills and the ability to work effectively with diverse stakeholders.
• Experience working with ceramic, three-dimensional, fragile, or high-value artwork is preferred.
• Knowledge of ceramic art, contemporary art, and general art history is preferred.
• Experience with exhibition design, collections management, condition reporting, or museum storage is preferred.
• Experience obtaining competitive quotes or vendor proposals and coordinating approved vendors is preferred.
• Proficiency with Microsoft Office is required; experience with Adobe InDesign, FileMaker Pro, SketchUp, AutoCAD, or comparable software is preferred.
• Ability to work occasional evenings or weekends during exhibition installation, deinstallation, and special programming.
• Valid driver’s license is required.

Physical Demands & Work Environment

• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• Personal Protective Equipment (PPE) must be worn when required; respiratory function tests and respirator use may be required.
• Stairs and uneven surfaces may be present; artificial lifts may or may not be available.
• Position may require walking outdoors in all types of weather to other buildings or offices on campus.
• The campus contains numerous hills and slopes and may not always be fully accessible for mobility-impaired individuals.

Pay

$26.93–$28.48 per hour, 35 hours per week.

About Alfred University

Alfred University (AU) was founded in 1836 on principles of social justice, placing high value on education for all citizens. It is the second oldest coeducational college in the United States and one of the earliest to enroll African American and Native American students. AU has a long-standing history of educating socially conscious students who make a difference in their professions and communities. The University is committed to independent thinking, creativity, academic rigor, and community engagement.