Curatorial Assistant (Job #78039)

Position Summary

Reporting to the Chief Curator, the Curatorial Assistant performs a variety of tasks across a variety of administrative functions in support of exhibitions. The Curatorial Assistant supports all aspects of the exhibition process in the Art Curatorial Department at BAMPFA, bringing some experience in the museum field as well as knowledge of a broad range of art historical areas and the international art world. Tasks include exhibition and collection research, label writing, general preparation, and implementation support while upholding professional museum standards. Attend, prepare agendas, and take notes from regular curatorial team meetings where appropriate.

This position generally works frequently under the pressure of time and rapidly changing priorities. The consequences of errors or oversights are serious and impact museum procedures and programs, the museum’s reputation in the national and international art world, as well as compliance with UC policies and priorities on a broad spectrum of issues from billing to ADA compliance. Applies a full range of skills to gather and synthesize scholarly, art historical, visual, budgetary, and object location information to assist in the development of exhibition presentations, press and marketing materials, individual and corporate funding requests, and other documents.

Responsibilities

  • In support of exhibitions, the curatorial assistant is responsible for creating and compiling spreadsheets using subject matter knowledge with formulas for the tracking of art loans, image rights for catalogs and other print publications, exhibition planning, and budget tracking to ensure information is consistent.
    • The assistant must be familiar with different art media, image rights information, and the museum locations as well as individual loan requirements (including image rights) for each loan.
    • In support of the curatorial department, the curatorial assistant is responsible for creating and regularly updating the exhibition calendar (held in Excel) that projects the exhibition schedule for the next four to five years.
    • Requests, dupes, labels, mails, and archives installation images.
    • Assists as needed in development of exhibition layout plans and maquettes.
    • Occasionally serve as lead organizer for exhibitions as assigned, namely the Art for Human Rights series.
  • Prepares email correspondence, loan letters and agreements, wall labels, brochure and catalogue texts requiring significant knowledge of the exhibition, art history, and museum practices.
    • Edits and proofreads all written materials for content consistency, factual and grammatical errors.
    • Works with an editor as necessary to deliver content and incorporate feedback.
    • Adopts existing written materials for various internal and external needs, such as brief exhibition listings for publications and website, and exhibition highlights for solicitation materials.
    • Assists with exhibition invitation and catalog publication, including all front and back matter, bibliographic and caption information.
    • Drafts invitation copy, wall labels, artist invitation packages, and exhibition fact sheets.
    • Assists with the editing of press releases.
    • Participates as requested in social media marketing of exhibitions and programs.
    • Posts photographs and texts and may write short entries for the website.
  • Works on sensitive priorities and communications, particularly in relation to loan agreements, artwork insurance values, billing, and exhibition scheduling which impact relationships with collectors, artists.
    • Generates important institutional documentation in relation to the exhibition archive, as well as materials in the collection.
    • Coordinates arrangements with artists, art institutions, collectors, and potential lenders for exhibitions.
    • Keeps track of additions and changes throughout the development process.
    • Prepares loan forms and master checklists.
    • Schedules complex domestic and international travel itineraries and composes itineraries for each artist.
  • Provides general support for large, complex museum exhibitions and associated programs, such as symposia, exhibition, openings, and intimate curator’s circle events.
    • Gives exhibition tours to public and private audience.
  • Applies specialized office software including Collection Space, Resource Space, and FileMaker to research and manage museum collection, digital assets, and specialty projects.
    • Coordinates with other Curatorial Assistants and fellows to provide training, problem solve, and develop procedures for use of office software program application.
    • Records procedures for departmental onboarding and reference.
    • Assists with general research on artworks and artists and potential topics for exhibition publications, and potential artists for programs.
    • Maintains database, prepares packets, and tracks responses for touring exhibitions.
    • Consults with BAMPFA registrars, artists, and other museum curators or exhibition coordinators at each tour venue on all aspects of traveling exhibitions, including installation design, technical equipment, and publications.
    • Locates or commissions photographic materials, provides captions and credit lines, and secures reproduction permission.
    • Updates and maintains shared exhibition calendar.
  • Processes purchasing orders, honorariums, wire transfers, and payment for non-U.S. natives.
    • Processes expense reimbursements and receipts and creates invoices.
    • Researches vendors to procure necessary goods and services for exhibitions.
    • Determines need for payment and billing paperwork from various vendors and suppliers.
  • Works with department management and Communications department to update/review/revise content for BAMPFA website to ensure that organization programming information is accurate and up to date, requiring substantive knowledge of the museum’s processes and objectives as well as interdepartmental coordination.
    • Coordinate with the artists, their dealers, and collectors (both private and public), with regard to schedules, biographic and bibliography publication material, and travel in relation to archival records and exhibition planning.
    • Under supervision and with review by senior curator, drafts general and sensitive correspondence to artists, dealers, and other museum curators.
    • Replies to unsolicited letters from artists.
    • Under supervision and with review by senior curator.
  • Prepares and updates budget for exhibitions and grant-funded projects.
    • Tracks payments to vendors and artists and provides updates as needed to Senior Curators.
    • Consolidates and shares information with development department in relation to donor cultivation and grant applications and reports.

Required Qualifications:

  • Highly developed writing skills including editing and document preparation.
  • Strong oral communication skills.
  • Demonstrated strong attention to detail accuracy.
  • Ability to work effectively with staff, trustees, artists, scholars, arts professionals, and the public by demonstrating collaboration, sensitivity, and diplomacy.
  • Macintosh computer skills including MS Office, Google Drive, and project management systems.
  • Skills in establishing priorities, coordinating multiple complex projects simultaneously, and meeting deadlines.
  • Considerable knowledge of a broad range of art historical areas, familiarity with standard museum and curatorial practices.
  • Graduation from college with specialization in the discipline involved and one year of experience in curatorial work; or an equivalent combination of education and experience; and knowledges and abilities essential to the successful performance of the duties assigned to the position.

Preferred Qualifications

  • Knowledge of the international art world (galleries, institutions, periodicals, etc.).

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

The hourly range / budgeted salary for this position is $28.88 - $30.02 an hour ($60,301.44 - $62,681.76.) Due to compliance with California SB-1162, BAMPFA will not be able to offer a candidate anything above this posted amount.

This is a 100% Career position with full benefits, non-exempt, paid hourly and bi-weekly. This position is eligible for 20% remote work. This is not a visa opportunity.

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