Frye Art Museum – Exhibitions and Publications Coordinator, Education Programs Assistant

THE ORGANIZATION

The Frye Art Museum is a living legacy of visionary patronage and civic responsibility, committed to artistic inquiry and a rich visitor experience. A catalyst for our engagement with contemporary art and artists is the Founding Collection of Charles and Emma Frye, access to which shall always be free.

Exhibitions and Publications Coordinator

ESSENTIAL FUNCTIONS

Assist in editing and proofreading, and writing as needed, of all texts related to exhibitions and exhibition-related publications.
Assist in compiling, editing and maintaining exhibition checklists, and drafting loan letters.
Assist in image rights and reproductions, clearing copyright, obtaining images from internal and external sources, and assuring correct captions and lender information for internal and external use.
Assist in management of exhibition and artist proposal review, including coordinating curatorial review and preparing timely and appropriate correspondence.
Assist in revising and maintaining institutional style guidelines for exhibitions and publications.
Conduct and compile research for exhibitions and publications as necessary.
Assist with developing presentations on upcoming exhibitions for Museum staff, volunteers and gallery guides.
Assist in the development and implementation of exhibition-related in-gallery programming and other artist projects.
Act as a liaison to other museum departments by instigating interdepartmental collaboration, maintaining work flows, establishing and meeting deadlines, and providing timely and appropriate verbal, written and visual materials.
Work closely with Communications to ensure clear, consistent and appropriate visual and written messaging for all exhibitions, and exhibition-related publications including their representation on the web and on social media.
Assist with developing and tracking production schedules for exhibition-related publications in coordination with curators, artists, authors, copyeditors, designers, printers, and distributors.
Perform general administrative duties such as filing, scanning, and copying, and answering inquiries from the public via phone and email in a prompt, professional manner.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

B.A. in art history, fine arts, humanities, museum studies, or arts administration from a national accredited college or university.
Two years related work experience in a museum, gallery or non-profit environment.
Knowledge of current art and exhibition practice as well as professional museum policies, standards and practices is strongly preferred.
Knowledge of the Chicago Manual of Style, proofreading and copyediting experience is strongly preferred.
Excellent written and oral communication skills; able to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone.
Highly proficient in Microsoft Office including Outlook, Word, Excel and PowerPoint.
Has excellent attention to detail and organizational, project management, research, and editing skills.
Must be able to work independently and as a team member; set priorities and adapt as these priorities shift; handle multiple assignments and deadlines simultaneously; and display excellent judgment, all while operating in a flexible and professional manner.
Demonstrates discretion when dealing with confidential information.
Has a great can-do attitude.

Education Programs Assistant

ESSENTIAL FUNCTIONS

Gallery Guide Program 40%

Work with lead Gallery Guide to develop schedule for school tours, public tours, and private adult group tours. Ensure clear communication with Gallery Guides regarding schedule, and keep schedule updated.
Recruit and interview Gallery Guides annually. Plan and implement annual training for incoming Gallery Guides as well as monthly trainings for all guides. Coordinate with Museum staff and outside resources when necessary. Coordinate with Seattle University for class credits.
Encourage learning and provide support for Gallery Guides. Compile educational training materials and provide relevant articles, books, and other materials on new exhibitions (in collaboration with curatorial and collections departments and exhibiting artists).
Coordinate and schedule observations of Gallery Guides with the lead Gallery Guide. Observe Gallery Guides on tours on a regular basis and provide feedback and support.
Foster a welcoming and supportive community amongst Gallery Guides.
Keep in regular communication with guides by informing them about upcoming programs and trainings, and sharing any pertinent activity at the Museum.
Evaluate and document the program.
Substitute Gallery Guides for public tours, private tours, and school tours when needed.

Guided and self-guided Tours 5%

Respond to and schedule requests for private tour, self-guided tours.
Maintain school, public, and private tour calendars. Ensure Visitor Services Representative, security staff, and Gallery Guides receive up-to-date tour schedules.
Collect and track tour attendance numbers.
Assist with promoting guided theme tours.

School and Youth Programs 35%

Respond to inquiries and schedule school tours. Work with school teachers to schedule tours of exhibitions that support their curricular needs. Confirm tour details with Gallery Guides.
Send out confirmation letters, packets, and invoices, and track and process payments. Process bus reimbursements.
Collect and track tour attendance numbers.
Assist with promoting school tours. Research and gather data and information when needed.
Observe, document, and assist with school tour evaluations when needed.
Coordinate logistics for Small Frye: Storytelling + Art and Kids’ Camp program by communicating with Seattle Children’s Theater.
Coordinate set-up and breakdown of Small Frye and Kids’ Camp with facilities, security, and curatorial teams.
Work with communications department to facilitate marketing and promotional materials.
Oversee check-in day of the program and enter attendance numbers in the system.
Work with education and finance departments to process invoices.
Prepare checklists for program setups.
Help research and organize Family Day.

Educator Programs & Community Outreach Programs 5%

Coordinate dates with partner organizations and museum staff. Support partner organizations and individuals as needed.
Draft contracts for partner organizations and individuals.
Coordinate set-up and breakdown of programs with facilities, security, and curatorial teams.
Work with communications department to facilitate marketing and promotional materials.
Coordinate registration with Volunteer, Ticketing, and Development Associate and Database Coordinator. Oversee check-in day of the program, and enter attendance numbers in the system.
Document and evaluate programs.
Work with education and finance departments to process invoices.
Prepare checklist for program setups.

Creative Aging Programs 10%

Work with Manager of Creative Aging Programs and coordinate dates for classes and tours. Keep public calendars up-to-date.
Support Manager of Creative Aging Programs with program-related administrative duties, e.g., creating participant rosters, making reminder phone calls, and creating name tags for programs.
Support Manager of Creative Aging Programs with special events as needed.
Manage mailing list and coordinate mailings with communication department.
Assist in documentation and evaluation of programs and enter attendance in the system.
Substitute for Gallery Guide to facilitate discussions if needed.
Prepare checklist for reoccurring and special program setups.

Other Duties 5%

Assist compiling and gather data.
Compile, edit, and format department board report.
Assist with department contracts.
Respond to public inquiries regarding educational programming.
Support other education programs as needed.

Qualifications

B.A. in art history, fine arts, humanities, museum studies, or art education from a national accredited college or university.
Two years related work experience in a museum environment with a focus on volunteers and education programs.
Familiar with Visual Thinking Strategies, inquiry and object based teaching methodology, and museum education theory is strongly preferred.
Teaching experience to children preferred.
Experience working with members, volunteers, and the public, including but not limited to youth, teens, school teachers, and parents.
Excellent written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone.
Highly proficient in Windows Office such as Outlook, Word, and Excel. Experience with Altru/Blackbaud is helpful.
Able to handle multiple tasks simultaneously.
Able to take initiative and prioritize tasks, manage time, and prevent and solve problems.
Able to work independently and as part of a team; able to motivate self and volunteers.
Detailed oriented and demonstrated logistical and administrative skills.
Must be able to work evenings and weekends as needed.