Exhibits Project Coordinator

Oregon Museum of Science & Industry; Portland (OR); On-site; USD 34,440,000 - 44,083,000; Part time

Job summary

Oregon Museum of Science & Industry (OMSI) seeks an Exhibits Project Coordinator to support planning, execution and administration across OMSI's exhibit portfolio, including exhibit sales, traveling exhibits, featured and temporary exhibitions, permanent exhibitions, 5-year initiatives and a broad range of OMSI projects.

This role provides essential administrative and logistical coordination to support project timelines and deliverables, and facilitates cross-team collaboration to ensure

Qualifications

• Proven experience in project coordination.
• Strong communication and facilitation skills.
• Ability to manage multiple tasks with overlapping deadlines.
• Customer service oriented.

Responsibilities

• Coordinate exhibit projects with leaders and stakeholders to keep scopes on time and on budget.
• Track tasks, deliverables, expenses and resources; maintain project documentation.
• Facilitate meetings and workshops; ensure follow-up and action items are completed.
• Support procurement, contracting, invoicing and vendor coordination within exhibits work.

Skills

Project coordination

Facilitation

Communication

Teamwork

Problem solving

Job description

The Oregon Museum of Science & Industry (OMSI) is currently seeking an Exhibits Project Coordinator who is responsible for supporting the planning, execution and administration of exhibit work across OMSI's exhibits project portfolio, which includes exhibit sales, traveling exhibits, featured and temporary exhibitions, permanent exhibitions, 5-year initiatives and a broad range of OMSI projects.

This role provides essential administrative and logistical coordination within projects to support project timelines and help deliverables stay on track. The Exhibits Project Coordinator works across the department to facilitate cross-team collaboration and ensure successful project outcomes.

This is a limited-duration position for one year from the start date, with the potential for extension. This is a regular, part-time position working 4 hours per day, Monday through Friday. The anticipated work schedule is 8:30am to 12:30pm.

What You Will Do:

Project Coordination

• Works with project leaders and stakeholders to develop project plans that support completion of project scopes within budget and on time, while identifying and planning for risks;
• Tracks progression of task and deliverable completion, expenses and resource allocation;
• Maintains professional, active communication with staff, partners, clients and outside vendors as necessary, to ensure successful progression of tasks and completion of exhibition projects;
• Supports facilitating meetings and workshops from scheduling and set-up through documentation and follow-up.

Administrative Support

• Executes day-to-day administrative needs of the Exhibits department, including invoice processing, PO submission and tracking, purchasing, and contract administration;
• Documents and update processes, major decision points, action items and outcomes of projects to project teams;
• Communicates project issues and facilitates timely resolutions to maintain project momentum and team alignment;
• Contributes to strategic initiatives by supporting actionable work that directly supports long-term strategic objectives;
• Maintains and organizes project documentation, including working files, materials, samples, and archives.

What We Are Looking For:

• Demonstrated experience in effective project management and/or coordination;
• Demonstrated experience of strong facilitation and communication skills in project-based assignments;
• Demonstrated experience working in a fast-paced environment, often with stringent and overlapping deadlines;
• Demonstrated interpersonal and communication skills and ability to provide culturally-responsive customer service;
• Ability to proactively problem-solve and recognize when complex issues necessitate escalation, protocol, discretion, and/or cross-team consultation;
• Ability to model and support teamwork and collaboration with colleagues with varied skills and responsibilities;