Curatorial Administrator

Position Summary:

The Curatorial Administrator provides comprehensive administrative support to the curatorial, collections, and preparation teams at the Portland Museum of Art (PMA). This role assists with managing daily operations, coordinating projects, and helps to ensure the smooth execution of curatorial programs in alignment with the PMA’s mission.

Job Functions:

1. Administrative and Financial Support
   1. Coordinates department schedules and preparation for meetings.
   2. Administers travel logistics, itineraries, and accommodations.
   3. Tracks and allocates expenditures, assists with budget management.
   4. Maintains administrative resources, forms, and equipment.

1. Curatorial Liaison and Communication Support
   1. Assists in planning and tracking curatorial projects, reporting on completion and budget status to support project timelines.
   2. Coordinates gallery rotations and study room arrangements
   3. Conducts preliminary research on art.
   4. Responds to public inquiries related to the collection, exhibitions, and general curatorial matters.
   5. Acts as a primary point of contact for internal and external stakeholders including artists, collectors, and other museums.
   6. Organizes and optimizes internal and external communications processes.
      
      
2. Interdepartmental Collaboration
   1. Collaborates on special projects, as needed.
      
      

Supervisory Responsibilities:

None.

Education and Experience:

• Bachelor's degree in Business Administration, Art Administration, or related field.
• 3-5 years of administrative experience in a museum or similar cultural institution.
• A combination of related education, certifications, and experience may be considered.
• Experience in managing schedules and preparing for high-level meetings.
• Knowledge of budget management and expenditure tracking.
• Proficiency in handling administrative logistics for art exhibitions and curatorial projects, preferred.

Skills and Competencies:

• Exceptional organizational and time management skills to handle multiple tasks efficiently.
• Proficient in computers, common software (e.g., Microsoft Office), and role-specific tools.
• Manages large amounts of data accurately and efficiently.
• Maintains confidentiality and discretion in handling sensitive information.
• Strong written and verbal communication skills for documentation and collaboration.
• Capable of developing reports, presentations, and summaries to support decision-making.
• Basic financial awareness to interpret reports and manage budgets.
• Skilled in analyzing data, identifying root causes, and problem-solving.
• Ensures high standards of accuracy and quality in all tasks.
• Demonstrates adaptability, resilience, and a continuous learning mindset.

Standards of Excellence:

• Strives to maintain a friendly and welcome attitude toward all.
• Builds positive relationships through kindness, respect, and attentiveness.
• Respects and is sensitive to diverse cultures, orientations, and perspectives.
• Supports inclusivity by promoting equity and addressing barriers.
• Communicates effectively and professionally.
• Adheres to the PMA brand charter and style guide.
• Delivers exceptional customer service in all visitor areas.
• Works collaboratively to achieve common goals.
• Inspires and motivates others.
• Demonstrates responsibility, reliability, and ethical behavior.
• Always follows safety protocols and procedures.

Other Requirements:

• Successfully pass a background check and any required pre-employment screenings.
• Flexibility to work evenings, weekends, and holidays as needed to support programs and events.
• Travel is occasional for regional and national trips to partner institutions, exhibitions, industry events, training, and professional development.

Working Conditions and Physical Demands:

Work Environment: In-person at PMA or affiliated sites, involving office and onsite engagement.

Physical Demands: Frequent computer use; visual and auditory acuity; occasional lifting up to 20 lbs.

Exposures: Varying office and event environments; fluctuating noise levels; large meetings and events.

Flexible Workday Agreements allowing employees to work remotely one day per week may be available to eligible employees consistent with the PMA’s Flexible Workday Policy.

Other Duties as Assigned:

This job description outlines the primary duties, responsibilities, and expectations for this role. However, the employer reserves the right to modify or update job functions as needed to meet evolving business needs, with or without notice.

Equal Opportunity Employer:

The PMA is committed to diversity and is an equal opportunity employer. We do not discriminate based on race, color, religion, national origin, age, sex, sexual orientation, disability, veteran status, whistleblower status, familial status, gender identity or expression, genetic information, or any other legally protected characteristic.

In accordance with the Americans with Disabilities Act (ADA) and the Maine Human Rights Act, the PMA provides reasonable accommodations for qualified individuals with disabilities unless doing so would result in undue hardship. This policy covers all employment practices, including the application process. For accommodation requests, please contact the PMA’s Human Resources department.