Exhibition Coordinator

Association of Academic Museums & Galleries.; State College (Centre County); On-site; USD 42,000 - 72,000; Full time

Job summary

Pennsylvania State University’s HUB-Robeson Galleries seeks an Exhibition Coordinator / Museum Preparator to develop, install, and maintain exhibition displays. The role collaborates with scientists, researchers, facilities coordinators, and campus partners to deliver engaging, accessible museum experiences.

The successful candidate will supervise student staff, manage timelines for changeovers, ensure safety and ADA compliance, and provide guidance on preservation, fabrication, and display

Qualifications

• Prepare, receive, install, and deinstall exhibitions for museum and gallery spaces.
• Direct the design, fabrication, installation, and lighting of exhibitions and exhibit environments.
• Create safe and secure displays for visitors and loaned artwork while ensuring the preservation and proper handling of collection objects.
• Evaluate exhibition site conditions and develop construction documents, installation plans, systems, and procedures.
• Coordinate and plan exhibition specifications, including artwork deliveries and pickups, condition reporting, exhibit design, and identification of exhibit furnishings and display materials.
• Provide cost estimates, procure materials and supplies, and maintain inventory of exhibition-related materials, equipment, and lighting needs.
• Conduct project planning and scheduling, coordinating installation and traveling exhibitions with internal and external partners to ensure successful execution.
• Maintain tight deadlines for exhibition changeovers and prepare gallery spaces for public viewing.
• Manage exhibition storage areas and ensure materials, artwork, and equipment are organized and maintained appropriately.
• Perform gallery maintenance functions to support the ongoing care, functionality, and appearance of exhibition spaces.
• Communicate and coordinate logistics with Facilities, the Office of Physical Plant, Events Management, and other partners to ensure projects comply with applicable building codes, ADA requirements, fire safety regulations, and other safety standards.
• Collaborate closely with the Facilities Supervisor and Events Management team to support exhibition operations and space readiness.
• Provide strategic advice and technical guidance related to the maintenance, display, and preservation of exhibits and artwork.
• Research and evaluate new materials, production techniques, fabrication methods, and industry best practices to improve exhibition quality and efficiency.
• Maintain professional relationships with internal and external stakeholders, including artists, lenders, vendors, contractors, and institutional partners.
• Work collaboratively with museum and gallery staff to ensure daily operations and exhibition activities are carried out effectively.
• Teach, train, supervise, and mentor student employees and staff members involved in exhibition preparation and installation activities.
• May supervise staff members, including responsibilities related to hiring, training, development, scheduling, and performance management.

Responsibilities

• Prepare and install exhibitions and prepare spaces for public viewing.
• Direct design, fabrication, installation, and lighting of exhibition environments.
• Ensure safe, ADA-compliant displays and proper handling of artworks.
• Coordinate exhibition specifications, deliveries, condition reporting, and exhibit furnishings.
• Provide material cost estimates and maintain inventory of exhibition supplies and lighting needs.
• Plan and schedule installation and traveling exhibitions with internal and external partners.
• Maintain deadlines for changeovers and space readiness for public viewing.
• Organize and manage exhibition storage and asset handling.
• Perform gallery maintenance to support ongoing care and appearance of spaces.
• Coordinate with Facilities, OPP, and Events Management to comply with codes and safety standards.
• Support operations with Facilities Supervisor and Events Management for space readiness.
• Offer guidance on maintenance, display, and preservation of exhibits and artwork.
• Research new materials and fabrication methods to improve quality and efficiency.
• Maintain relationships with artists, lenders, vendors, and partners.
• Collaborate with staff to ensure smooth daily operations and exhibition activities.
• Teach and mentor student staff involved in exhibition work and installations.

Job description

Exhibition Coordinator – HUB-Robeson Galleries, Pennsylvania State University

The Museum Preparator / Exhibitions Coordinator facilitates the development and presentation of exhibitions, including the preparation, installation, and maintenance of permanent collection displays and temporary exhibitions. This position implements and manages projects in collaboration with scientists, researchers, facilities coordinators, and other campus partners. This position also supervises a team of student employees. The successful candidate plays a critical role in ensuring exhibitions are visually engaging, safely installed, accessible, and maintained to professional museum standards while supporting the overall operation of gallery and exhibition spaces.

Key Responsibilities

• Prepare, receive, install, and deinstall exhibitions for museum and gallery spaces.
• Direct the design, fabrication, installation, and lighting of exhibitions and exhibit environments.
• Create safe and secure displays for visitors and loaned artwork while ensuring the preservation and proper handling of collection objects.
• Evaluate exhibition site conditions and develop construction documents, installation plans, systems, and procedures.
• Coordinate and plan exhibition specifications, including artwork deliveries and pickups, condition reporting, exhibit design, and identification of exhibit furnishings and display materials.
• Provide cost estimates, procure materials and supplies, and maintain inventory of exhibition-related materials, equipment, and lighting needs.
• Conduct project planning and scheduling, coordinating installation and traveling exhibitions with internal and external partners to ensure successful execution.
• Maintain tight deadlines for exhibition changeovers and prepare gallery spaces for public viewing.
• Manage exhibition storage areas and ensure materials, artwork, and equipment are organized and maintained appropriately.
• Perform gallery maintenance functions to support the ongoing care, functionality, and appearance of exhibition spaces.
• Communicate and coordinate logistics with Facilities, the Office of Physical Plant, Events Management, and other partners to ensure projects comply with applicable building codes, ADA requirements, fire safety regulations, and other safety standards.
• Collaborate closely with the Facilities Supervisor and Events Management team to support exhibition operations and space readiness.
• Provide strategic advice and technical guidance related to the maintenance, display, and preservation of exhibits and artwork.
• Research and evaluate new materials, production techniques, fabrication methods, and industry best practices to improve exhibition quality and efficiency.
• Maintain professional relationships with internal and external stakeholders, including artists, lenders, vendors, contractors, and institutional partners.
• Work collaboratively with museum and gallery staff to ensure daily operations and exhibition activities are carried out effectively.
• Teach, train, supervise, and mentor student employees and staff members involved in exhibition preparation and installation activities.
• May supervise staff members, including responsibilities related to hiring, training, development, scheduling, and performance management.

What You’ll Bring

The ideal candidate will have experience managing exhibition projects from planning through installation, strong technical and fabrication skills, and the ability to coordinate multiple priorities in a fast-paced environment. Success in this role requires excellent organizational and communication skills, attention to detail, a commitment to safety and accessibility, and the ability to collaborate effectively with a variety of internal and external partners.

Condensed version (we used this for our Instagram):

The Exhibitions Coordinator facilitates the development and presentation of exhibitions, including the preparation, installation, and maintenance of permanent collection displays and temporary exhibitions. They are responsible for creating safe and secure displays for our guests and loaned artworks. This includes coordinating and planning specifications for scheduled exhibitions and teaching and supervising a team of students/staff. Maintain tight deadlines for turning over the exhibition spaces and preparing our spaces for the public. The successful candidate plays a critical role in ensuring exhibitions are visually engaging, safely installed, accessible, and maintained to professional museum standards while supporting the overall operation of gallery and exhibition spaces.

The ideal candidate will have experience managing student employees and exhibition projects from planning through installation, strong technical and fabrication skills, and the ability to coordinate multiple priorities in a fast-paced environment. Success in this role requires excellent organizational leadership, and communication skills, attention to detail, a commitment to safety and accessibility, and the ability to collaborate effectively with a variety of internal and external partners.