Curatorial Department Coordinator

Buffalo Fine Arts Academy; Buffalo (NY); On-site; USD 48,000 - 72,000; Full time

Job summary

Buffalo Fine Arts Academy is seeking a Curatorial Department Coordinator to provide essential administrative and project-management support to the Curatorial team, including the Chief Curator and Senior Curator. The role emphasizes efficient operations and cross-department collaboration.

You will manage calendars, travel, correspondence, and budgeting while facilitating exhibitions, acquisitions, and public art initiatives.

Qualifications

• Bachelor’s degree in Art History, Curatorial Studies, Museum Studies, or related field.
• Minimum two years of administrative, project coordination, or museum experience.
• Strong organizational, written and verbal communication, and attention to detail.

Responsibilities

• Coordinate departmental meetings, calendars, travel, and project timelines.
• Support exhibitions, acquisitions, and related curatorial projects.
• Maintain budgeting support, purchase orders, reimbursements, and expense tracking.
• Prepare presentations, reports, and materials for senior leadership and Board.
• Provide tours and welcome visitors when needed.

Skills

Project coordination

Communication

Organization

Office administration

Education

Bachelor’s degree in Art History, Curatorial Studies, Museum Studies, or related field

Tools

Asana

Microsoft Excel

Microsoft PowerPoint

Image management software

Job description

POSITION SUMMARYThe Curatorial Department Coordinator provides administrative and project-management support for the Curatorial Department and works closely with the Chief Curator and Senior Curator to ensure the department’s efficiency, effectiveness, and successful collaboration with colleagues across the museum.This position is primarily administrative in nature, with the majority of time (approximately 75% of the role) devoted to coordinating departmental operations, managing schedules and communications, supporting exhibitions and acquisitions, tracking budgets and expenses, and facilitating projects across departments. The remaining 25% of the role offers meaningful exposure to curatorial practice through direct involvement in exhibition planning, acquisitions, public art initiatives, publications, artist engagement, research projects, and board presentations.The Curatorial Department Coordinator serves as a key organizational partner to the Senior Curator and the curatorial staff while gaining first-hand experience in how a leading contemporary art museum develops exhibitions, builds collections, works with artists, supports scholarship, and engages trustees, collectors, and the public. Because the Coordinator works across nearly every aspect of the Curatorial Department, the position offers an unusually broad introduction to the operations of a leading contemporary art museum and is intended to contribute to the professional foundation for an emerging museum professional.DUTIES AND RESPONSIBILITIESAdministrative and Departmental SupportServe as a primary administrative resource for the Curatorial Department, helping ensure smooth day-to-day operations and effective communication across the museum.Coordinate departmental meetings, calendars, travel, correspondence, and project timelines.Manage office operations, including supplies, mailings, shipments, and departmental records.Arrange travel and accommodations for artists, curators, scholars, and other visitors.Track exhibition proposals, acquisitions, gifts, and related correspondence.Manage the circulation and tracking of exhibition proposals, artist submissions, acquisition opportunities, and external exhibition prospectuses, ensuring timely review by curatorial staff.Assist with departmental budgeting, purchase orders, reimbursements, invoices, and expense tracking.Work closely with Accounting to ensure expenditures are appropriately allocated and recorded.Schedule recurring meetings on behalf of the department.Draft collections-related correspondence and communications on behalf of the Chief Curator and Senior Curator.Coordinate departmental participation in museum-wide planning and scheduling processes, including representation at Master Calendar meetings as needed.Assist with preparation of presentations, reports, and materials for senior leadership and the Board of Trustees.Coordinate curatorial tours for VIPs and other constituents.Welcome visitors and provide tours.Maintain professional correspondence with artists, galleries, lenders, estates, collectors, and other external partners under the direction of curatorial staff.Exhibitions, Acquisitions, and Curatorial ProjectsMaintain updated PowerPoint presentations on forthcoming exhibitions for frequent internal presentations by the Chief Curator and Senior Curator.Support all aspects of the acquisitions process by maintaining records, preparing and stewarding documentation for incoming acquisitions, and coordinating with Registrars, Art Preparation, and other departments.Assist with collection-related projects, including maintaining files, coordinating research requests, and supporting collection documentation initiatives.Assist with the preparation of Art Committee materials, presentations, and records.As needed, assist curators and the museum’s Exhibition Coordinator with exhibition development by tracking project milestones and facilitating project communication.Conduct research in support of exhibitions, acquisitions, public art initiatives, publications, and related curatorial projects.Assist with administrative and research support for exhibition catalogues, collection publications, and other curatorial publications.Support the development of exhibition proposals as assigned.Provide logistical support for artist visits, studio visits, research trips, and curatorial programs.Manage acquisitions from exhibitions and public art initiatives, including communication with Art Preparation and Registration regarding potential acquisitions prior to deinstallation.Research and purchase materials for exhibitions and public art initiatives in coordination with curators, artists, registrars, and other museum staff.As experience and departmental needs allow, contribute research, writing, and other project-based curatorial work under the guidance of curatorial staff.Assist with inquiries from the public and art professionals, including reviewing and managing artwork submissions and external exhibition prospectuses for curatorial review.Board and Committee SupportAssist with planning and administration of Art Committee meetings.Coordinate preparation of agendas, presentations, and supporting materials.Maintain records related to acquisitions and collection development.Support curatorial presentations for Board meetings and donor engagement activities.Assist in maintaining confidential records related to acquisitions, collection development, and committee activities.Knowledge, Skills & AbilitiesBachelor’s degree in Art History, Curatorial Studies, Museum Studies, or a related field preferred.Minimum two years of administrative, project coordination, or museum experience required.Demonstrated interest in modern and contemporary art and museum work.Excellent organizational skills and exceptional attention to detail.Strong written and verbal communication skills.Ability to manage multiple projects simultaneously and meet deadlines.Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and basic keyboard skills.Experience with museum collections databases, image management software, or project-management tools such as Asana is helpful.Ability to work independently, take initiative, and anticipate departmental needs based on upcoming events, meetings, deadlines, installations, and other activities.Ability to exercise discretion and maintain confidentiality regarding acquisitions, donor information, collection matters, and institutional planning.Strong interpersonal skills and comfort working in a highly collaborative environment with artists, scholars, trustees, donors, and members of the public.Interest in learning about exhibitions, collections, acquisitions, publications, and curatorial practice within a museum setting.