Temporary Museum Collections & Exhibitions Assistant

MaineGuide; United States; On-site; USD 24,000 - 34,000; Part time

Job summary

The Colby College Museum of Art seeks a Collections, Curatorial, and Exhibitions Assistant to provide essential administrative, operational, and logistical support for the collections, curatorial, and exhibitions teams. This one-year position coordinates projects, maintains records, and manages daily tasks that keep the Museum operating smoothly.

Reporting to the Director of Exhibitions and Publications, the role requires strong organization, detail-orientation, and the ability to juggle

Qualifications

• Bachelor's degree or an equivalent combination of education and relevant professional experience; coursework or knowledge in art, art history, museum studies, or a related field preferred but not required.
• One to two years of relevant administrative, program coordination, collections, exhibitions, or related experience; relevant internships may be considered.
• Strong organizational and project coordination skills, with the ability to manage multiple assignments, track deadlines, and maintain accurate records.
• Strong written and verbal communication skills, including the ability to prepare, review, and edit correspondence and administrative documents.
• Demonstrated attention to detail and ability to maintain accurate records, databases, and project documentation.
• Ability to work independently within established procedures and collaboratively with colleagues across multiple departments.
• Strong time-management and problem-solving skills, with the ability to respond to changing priorities and project needs.
• Proficiency with standard office technology, spreadsheets, databases, and document management systems, with the ability to learn specialized Museum applications.
• Ability to exercise discretion and maintain confidentiality when handling sensitive institutional, financial, contractual, or collections-related information.
• Interest in art, museums, cultural institutions, or collections and exhibitions operations.
• Experience with museum collections management systems, such as EmbARK, project tracking platforms such as Airtable, or financial systems such as Workday preferred.

Responsibilities

• Maintain and coordinate project tracking systems, workflows, schedules, and timelines to support collections, curatorial, and exhibitions activities.
• Prepare, distribute, track, and archive exhibition agreements, loan documents, artist and vendor contracts, and other administrative documentation using established templates and procedures approved by Museum leadership and the Office of General Counsel.
• Process supplier payments, invoices, and related financial transactions through Workday and assist with tracking expenditures associated with exhibitions and collections projects.
• Prepare meeting agendas, materials, calendar invitations, and other administrative resources to support interdepartmental communication and coordination.

Skills

Organizational skills

Project coordination

Communication skills

Attention to detail

Education

Bachelor's degree

Tools

Workday

Airtable

EmbARK

Job description

The Colby College Museum of Art seeks a Collections, Curatorial, and Exhibitions Assistant to provide essential administrative, operational, and logistical support for the collections, curatorial, and exhibitions teams. This one-year position coordinates projects, maintains records, and manages daily tasks that keep the Museum operating smoothly.

Reporting to the Director of Exhibitions and Publications, the role requires strong organization, detail-orientation, and the ability to juggle