Education-Curatorial Assistant

Boca Raton Museum of Art, Inc; Boca Raton, Northern (FL, KY); On-site; USD 36,000 - 54,000; Full time

Job summary

Boca Raton Museum of Art, Inc. is seeking an Education–Curatorial Assistant, a joint appointment supporting Learning & Engagement and Curatorial departments.

The role provides essential clerical, scheduling, and logistical support to deliver exhibitions, educational programs, tours, and public events of the highest quality. Under shared supervision, the assistant coordinates information and workflows across two departments, supports school, family, adult, college, docent, and community programs,

Qualifications

• Associate degree or equivalent combination of education and experience; bachelor’s degree preferred.
• At least one year of administrative, program, or project-support experience in a museum, nonprofit, educational institution, or similar organization.
• Excellent organizational, communication, and customer-service skills, with strong attention to detail.
• Ability to manage multiple priorities and deadlines, work independently, and collaborate across two departments.
• Proficiency with Microsoft Office and ability to learn new databases and digital platforms.

Responsibilities

• Provide day-to-day administrative and clerical support to the Director of Learning & Engagement, Chief Curator, and designated staff; include scheduling, calendars, timelines, and preparing materials.
• Maintain organized records and monitor inquiries; respond appropriately.
• Collaborate with Digital Programs Coordinator to update program information on the website.
• Process and track purchase requests, invoices, expenses, contracts, and other paperwork with Finance.
• Coordinate logistics for mailings, travel, and supplies for visiting artists, curators, and scholars.
• Support administrative and logistical needs for school, family, adult, college, docent, and access programs.

Skills

Organizational skills

Communication skills

Customer service

Education

Associate degree

Bachelor's degree preferred

Job description

This is a full time, 40 hours per week position.

Position Overview

The Education–Curatorial Assistant is a joint appointment supporting the administrative and programmatic work of the Boca Raton Museum of Art’s Learning & Engagement and Curatorial Departments. The position provides essential clerical, scheduling, and logistical support that helps both departments operate efficiently and deliver exhibitions, educational programs, tours, and public events of the highest quality.

Working under the shared supervision of the Director of Learning & Engagement and Chief Curator, the Assistant coordinates information and workflows across the two departments. Within Learning & Engagement, the position supports the implementation of school, family, adult, college, docent, and community programs developed by the Department’s staff. Within Curatorial, the position provides critical departmental support for exhibition development and collection management.

The ideal candidate is highly organized, detail-oriented, collaborative, an excellent communicator, and comfortable balancing multiple priorities.

Specific Responsibilities

Joint Departmental Administration

• Provide day-to-day administrative and clerical support to the Director of Learning & Engagement, Chief Curator, and designated departmental staff, including scheduling meetings, maintaining calendars and project timelines, and preparing correspondence and supporting materials.
• Maintain organized electronic and physical records; monitor departmental email accounts and appropriately respond to inquiries
• Collaborate with the Digital Programs Coordinator to maintaininformation on programs and exhibitions onthe website.
• Process and track purchase requests, invoices, check requests, expense documentation, honoraria, contracts, permissions, and other departmental paperwork in coordination with Finance and relevant staff.
• Coordinate departmental logistics, including mailings, supply requests, internal function sheets, and travel arrangements for visiting artists, curators, and scholars.

Education Program Administration

• Provide administrative and logistical support for school, family, adult, college, docent, and access programs developed by Learning & Engagement staff.
• Oversee adult and school tour reservations and communications; maintain the departmental master calendar; and coordinate educator and docent assignments as directed by the appropriate program lead.
• Maintain program and constituent records and track attendance, audience demographics, survey responses, volunteer participation, and other departmental metrics.
• Coordinate agreements, schedules, payments, and required documentation for teaching artists, lecturers, performers, and program facilitators.
• Prepare and maintain program resources, training materials, art supplies, tactile objects, and equipment, and support the administration of docent and Museum Educator trainings, internships, fellowships, and advisory groups.

Program & Event Support

• Support the onsite implementation of tours, lectures, workshops, trainings, community events, and exhibition-related programs, including space preparation, registration, materials, audiovisual needs, signage, and hospitality.
• Welcome and check in participants, provide day-of assistance to presenters and facilitators, and help programs remain organized and on schedule.
• Coordinate program requirements with Visitor Experience, Facilities, Security, Marketing, the Art School, and other Museum departments.
• Document programs and maintain related records; occasionally assist with gallery tours, artmaking activities, and visitor-engagement experiences based on departmental needs and training.

Curatorial Department Support

• Provide administrative and research support for exhibitions, including compiling and synthesizing information, gathering and digitizing images, preparing checklists, and corresponding with artists, donors, lenders, and guest curators.
• Maintain exhibition, collection, donation, and proposal records in digital and physical formats; prepare materials and presentation decks for Collections and Exhibitions Committee meetings.
• Coordinate the formatting, fabrication, and installation of exhibition labels and manage label-production schedules.
• Maintain visual and audio content for Bloomberg Connects, coordinate with content providers, and assist with collection-database updates and recordkeeping.
• Conduct research related to artists, artworks, provenance, exhibition histories, insurance values, copyright holders, and reproduction permissions.

Qualifications

Required:

• Associate degree in a related field, or an equivalent combination of education and relevant experience; bachelor’s degree preferred.
• At least one year of administrative, program, or project-support experience in a museum, nonprofit, educational institution, or similar organization.
• Excellent organizational, communication, and customer-service skills, with strong attention to detail.
• Ability to manage multiple priorities and deadlines, work independently, and collaborate effectively across two departments.
• Proficiency with Microsoft Office and the ability to learn new databases and digital platforms.
• Sound judgment and discretion when handling sensitive or confidential information.
• Availability to work occasional evenings and weekends.

Preferred:

• Experience in an art museum, visual-arts organization, or cultural institution.
• Familiarity with museum education, exhibition development, art history, or studio art.
• Experience with Salesforce, collection-management systems, project-management platforms, or digital asset-management systems.
• Experience maintaining program data, processing financial documents, coordinating contracts, or preparing reports.
• Experience working with schools, educators, artists, scholars, volunteers, or community partners.
• Bilingual Spanish/English communication skills.

Boca Raton Museum of Art
501 Plaza Real
Boca Raton Florida 33432
561-392-2500

The Art School