Exhibitions & Publications Coordinator

PROJECT POLICY ANL 2 (007397)

UCPath Position ID: TBD_3912

Position Description History/Status

Approved Date:

2/14/2025 3:41:59 PM

Date Last Edited:

2/14/2025 3:41:56 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE

Division Code:

1211D

Division:

PUBLIC ARTS UNIT

Department:

047500 - HAMMER MUSEUM

Position Details

UCPath Position Number:

TBD_3912

Position Description ID

236537

UC Payroll Title:

PROJECT POLICY ANL 2 (007397)

Business Title:

Exhibitions & Publications Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40059479

Reports to Payroll Title:

CURATORIAL MGR 1

UCPath Department Head Position Number:

40063750

Department Head Payroll Title:

CURATORIAL MGR 3

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Coordinator works closely with the Director of Exhibition & Publication Management on all projects and initiatives connected to the museum's exhibition and publication program. Under the general supervision of the Director, Exhibition and Publication Management, the Coordinator's main duties are to work directly with assigned project team members to facilitate exhibition and publication projects to meet institutional goals and standards while adhering to and upholding the agreed upon budget, timeline and contractual guidelines and obligations.

The Hammer Museum at UCLA believes diversity, equity, accessibility, and inclusion are integral to fulfilling our mission to illuminate lives and build a more just work through art and ideas. We actively seek out different perspectives to broaden and enrich our understanding of the world. We believe this inspires thoughtful and provocative exhibitions and programs that serve the vibrant and varied communities that make up the city of Los Angeles. The Hammer understands that art not only has the power to transport us through aesthetic experience but can also provide significant insight into some of the most pressing cultural, political, and social questions of our time. We share the unique and invaluable perspectives that artists have on the world around us.

Project Management

1. Develop, monitor and update project plans, including timelines and applicable budgets. Communicate regularly with budget managers, project teams and directors.

2. Uphold agreed upon schedules, budgets and contractual obligations.

3. Monitor and motivate project activity by organizing regular team check-in meetings as defined in project schedules and follow up on action items.

4. Update museum's multi-year Exhibition Schedule and circulate internally.

5. Collaborate with Director, Exhibitions & Publications on long range exhibition planning and regularly update multi-year budget to align with the Museum's exhibition and publication program plan and necessary changes.

6. Facilitate active and consistent communication between internal and external stakeholders such as curators, designers, editors, photographers, pre-press vendor, printers, retail distributors, and museum partners. 

7. Work directly with curatorial team to develop marketing and communication materials related to both exhibitions and publications.

a. Participate in development of exhibition tour proposals, working with curators, curatorial assistants, editor, and in-house designers to prepare text and images.

b. Coordinate and distribute materials with various internal departments such as Development and Communications.

c. Distribute materials to external partners such as a Publisher/Distributor, potential participating venue and/or a co-organizing institution.

d. Maintain active list of tour venue prospects, monitor progress and update relevant team members.

8. Draft and route applicable exhibition and publication contracts for review by Director, Exhibitions and Publications. Monitor overall progress of project contracts. Process applicable payments and participate in tour reconciliation process in collaboration with Director, Exhibitions & Publications, Registration and Accounting departments.

9. Monitor progress of text and image submissions and facilitate transfer of such submissions to relevant team members and independent contractors. Coordinate all aspects of editorial and image and proofing and approvals with both internal and external stakeholders.

10. Oversee publication orders, shipment and inventory.

11. Work closely with curatorial team to ensure all applicable permissions, captions, and credits related to images, texts, and any other original content is in accordance with the museum's image use policy and meets all contractual obligations.

12. Compile all records for each publication, including all necessary supporting documents for rights and reproduction and all aspects of production, including but not limited to print specification details, production teams and contractual terms.

13. Facilitate all financial transactions related to Exhibitions, Publications and Curatorial Affairs departmental initiatives and projects.

14. Design and conduct training sessions and materials.

15. Manage and process external rights & reproduction requests.

70%

1. Establish and enforce systems in accordance with policy and procedure to ensure effectiveness and efficiency of Exhibition, Publication & Curatorial Affairs departments.

2. Participate in streamlining and maintaining procedures and systems, updating policies, maintaining templates and databases.

3. Ensure projects are adhering to institutional standards and common project management tools. 

4. Maintain applicable electronic and physical production files for archival purposes and to inform future project and business decisions.

5. Maintain Hammer internal exhibition and publication reference library, including unsolicited catalogues and publications sent to the Curatorial Department.

6. Supervise students and contractors as needed.

30%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent experience / training

Required

Prior art museum experience and knowledge of museum operations, standards, practices, and procedures.

Required

Knowledge of exhibition and publication industry standards, practices and procedures.

Required

Excellent communication skills, including oral, written, editing, and proofreading. Demonstrated ability to compose routine business correspondence with correct grammar, spelling, and punctuation.

Required

Skill in negotiating, exchanging ideas, information, and opinions and arrive jointly at decisions, conclusions, or solutions. Excellent interpersonal skills to interact diplomatically and establish and maintain cooperative working relationships internally

Required

Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines.

Required

Highly organized, efficient, and attentive to detail, with excellent follow-up skills.

Required

Self-starting, resourceful, proactive, and motivated in performing and excelling in responsibilities.

Required

Proven skill in budget and financial analysis preparation and management, and cost control.

Required

Ability to discreetly and tactfully recognize and handle sensitive and confidential information.

Required

Ability to make oral group presentations to provide information

Required

Professional demeanor and courteous/helpful phone manner.

Required

Maintain and preserve appropriate and orderly filing systems.

Required

Ability to work independently.

Required

Skill in using a PC and knowledge of MS Office, including Word, Outlook, PowerPoint and Excel required. Familiarity with Adobe Photoshop and Acrobat software required. Mac experience preferred, but can be trained.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

Hammer Musuem

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.