Exhibits and Art Coordinator

Conservatory; Pittsburgh (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Job summary

Phipps Conservatory and Botanical Gardens in Pittsburgh seeks an Exhibits and Art Coordinator to manage art and props inventories, accession objects, and serve as registrar for loans. You will help create and maintain exhibit elements and coordinate seasonal flower shows, with hands-on fabrication and display design involving plant collections.

The role requires museum studies education, strong organizational skills, and experience with collections databases.

Qualifications

• Education in museum studies, museum administration, exhibition design, or related art/design background.
• Experience with database management or institutional collections preferred.
• Proficiency with internet and email software.
• Excellent communication, organizational and problem-solving abilities.

Responsibilities

• Create and maintain art and props inventories in collections management systems.
• Accession art objects and assign accession numbers per museum standards.
• Act as registrar for loans and manage relationships with artists and institutions.
• Assist with maintenance and care of the art collection and storage.
• Coordinate art gallery exhibits, loan agreements and marketing requests.
• Create horticultural display elements and coordinate volunteers for fabrication.
• Arrange proper storage of exhibit elements and coordinate with Facilities.
• Design and implement horticultural displays to support shows.
• Create show install schedules and coordinate with departments.
• Ensure exhibit components showcase the collections while prioritizing plants.
• Collaborate with Facilities to fabricate interactive props and exhibits.
• Assist with installation of seasonal flower shows and exhibits.
• Field interviews and marketing requests; provide vendor communication support.
• Guide volunteers for exhibits needs and support additional duties as assigned.

Skills

Museum studies background

Computer skills

Excellent written and verbal comms

Strong organizational skills

Ability to work under deadlines

Public interaction skills

Education

Bachelor’s degree in museum studies or related field

Tools

Collections database software

Job description

Exhibits and Art Coordinator

Horticulture

Reports to: Associate Director of Exhibits

The Exhibits and Art Coordinator will assist the Associate Director of Exhibits in managing the organization’s art collection, props collection, and object loans to/from other institutions. This position will be the lead in creating and maintaining an art collection inventory and props inventory, and will act as registrar for management of the art collections and loans. This position is also a key part of the exhibits team in the creation and implementation of seasonal flower shows, with hands‑on responsibilities in creating exhibit elements that enhance and complement the plant collections; designing interactive display components; organizing exhibit materials; and coordinating art gallery exhibitions.

Phipps Conservatory and Botanical Gardens is an equal opportunity employer that is committed to attracting and retaining a diverse staff. We strive to create a working environment that is inclusive, equitable and welcoming as we honor employee experiences, perspectives, and unique identities.

Principal Duties and Responsibilities

1. Create and maintain art collection inventory and props inventory within collections management systems.
2. Accession the art collection, assigning accession numbers into database and on physical objects through museum best practices and standards.
3. Act as registrar for art on loan for exhibits in the garden or art galleries. Track and manage loans going out to other institutions. Develop relationships with artists and institutions as a liaison for both art gallery exhibits and seasonal shows.
4. Assist the Associate Director of Exhibits in managing the maintenance, care, storage, and repairs for the art collection, and upholding the Art Collection Management Plan.

• 5. Coordinate art gallery exhibits, including exhibition layout and needs, loan agreements, marketing promotion requests, and coordination with artists and organizations.
• 6. Create and maintain horticultural display elements, including topiaries, dried floral arrangements, preserved plant installations, and other botanical features that enhance seasonal flower shows using a variety of materials including preserved plant material, and coordinate volunteers to assist in fabrication as needed.
• 7. Arrange for and oversee proper storage of exhibit elements, including topiaries. Communicate with Facilities team on elements to be stored at off site locations.
• 8. Assist in designing and implementing horticultural displays and interactive elements that support the interpretation and appreciation of plants within seasonal flower shows, Tropical Forest exhibits, and Winter Light Garden.
• 9. Create show install schedules and coordinate with other departments.
• 10. Ensure exhibit components, interactive elements, and fabricated materials enhance and showcase the horticultural collections while maintaining plants and floral displays as the primary focus of the visitor experience.
• 11. Collaborate with Facilities to design, fabricate, and assemble interactive props and exhibits, coordinating specialized components to ensure the final installation functions as intended.
• 12. Work to install seasonal flower shows and exhibits within Horticulture and interdepartmentally biased on the install needs.
• 13. Field interviews and marketing requests.
• 14. Administrative support in communication with vendors, contractors and outside artists.
• 15. Work with and provide guidance to volunteers for various exhibits needs.
• 16. May perform other duties as assigned.

Knowledge, Skills and Abilities Required

1. Education in museum studies, museum administration, exhibition design, fine arts or related art/design background. Experience in database management or institutional collections management preferred.
2. Computer skills - proficiency with internet and email software.
3. Excellent written and verbal communication skills.
4. Strong organizational and problem-solving skills with attention to details.
5. Ability to work in a fast-paced environment under deadlines and stress.
6. Ability to communicate and respond both in person and over the phone to the general public, staff, volunteers and board members in a friendly manner.
7. Ability to prioritize and work independently.
8. Must be committed to team oriented, visitor sensitive approach to exhibit development.

Physical, Mental and Sensory Dimensions

1. Physical mobility: sitting, standing, kneeling, walking, lifting/carrying objects up to 40 pounds, climbing up to 15 ft.; manual dexterity to operate keyboard.
2. Mental effort: reading, writing, analyzing, and visualizing.
3. Sensory requirement: Ability to communicate and respond to staff in a friendly and fair manner.

Working Conditions

1. Ability to provide own transportation to perform principal responsibilities.
2. May require evening, weekend and holiday work if needed.
3. May require additional hours based off the needs of the business.
4. Will have occasion to work inside and out or pass through any area of the conservatory or growing houses. These spaces can get hot and humid depending on the season.

Minimum Position Guidelines

1. Education in museum studies, museum administration, exhibition design, fine arts or other art/design experience. Experience in database management or institutional collections management preferred.
2. Relevant education, training, or experience in art, design, museum collections, exhibition development, horticulture, or a related field. An equivalent combination of education, practical experience, and transferable skills will be considered. Experience with collections databases, inventory management, exhibit coordination, or hands-on fabrication is preferred.

Revisions, additions, or deletions to this job description may be made at any point.