Exhibitions Coordinator Part-Time

Position Details:

Status: Part-Time Employee, Non-Exempt

Schedule: Up to 19 hrs per week: Monday - Friday (Time TBD) with a few required weekends and evenings *will likely require over 19hrs during exhibition install weeks

Department: Programs / Reports To: Executive Director

Position Overview: This position oversees all aspects of Hui No'eau Visual Arts Center's GALLERY EXHIBITION PROGRAM, including long-range scheduling, artist communication, budgeting, installation, and sales tracking. The role coordinates day-to-day exhibition operations, helps coordinate special events such as Art Affair, supervises support staff, and ensures all processes meet organizational standards. This is a fast-paced, administrative management role that involves significant coordination across departments, database and records management, publicity support, and ongoing communication with artists, designers, collectors, and community partners.

The position reports directly to the Executive Director and requires both independent work and collaborative leadership to ensure successful exhibitions and events.

Qualifications: The Exhibitions Coordinator position must have strong organizational, multitasking and administrative skills. They have excellent written and verbal communication with artists, staff, and partners. The Exhibitions Coordinator is self-directed and has the ability to manage multiple deadlines and coordinates across departments while having a positive attitude and professionalism in a fast-paced environment. The job takes place in an indoor office environment with long periods of time sitting each day. This position requires lifting and moving of artwork and materials for installation tasks. The ability to work a flexible schedule is a necessary qualification for employment. Hours of work and the scheduling of breaks will be determined by the Executive Director. Applicants must have a valid Driver's License and reliable transportation to/from work. For other requirements, see the employee handbook.

Coordinator:

● Oversee day-to-day execution of departmental processes

● Ensure all standards and procedures are consistently followed

● Facilitate resource allocation and commitment

● Identify opportunities for process improvement and implement solutions

● Serve as the primary point of contact for staff, service providers, artists and management

● Help resolve issues related to processes or workflow

● Manage daily administrative and process-related tasks

● Ensure accuracy and completeness of all information needed for operations

● Establish measurements and targets to improve process effectiveness and efficiency

Tasks, Duties, and Responsibilities

Exhibition Budget and Planning

●Maintains exhibition schedule at least two years in advance

o Set maintain, and publish Exhibition Schedule

o Create & develop time line and critical paths for each exhibition; ensure deadlines are met

o Communicate timelines with other departments

o Schedule time and hand over critical data to the marketing department for inclusion in Postcards and other marketing materials

● Responsible for monthly sales budget

o Produce a budget for each show with itemized costs o Reconcile budget with actual when show closes. Review with Executive Director o Maintains records for costs, budgets, and prepares final reconciliations

● Create a sales plan and cultivate and track buyers and prospective buyers

o Handle and track sales associated with programs

o Track sales, prepare reports, and meet annual revenue targets

● Schedule artists' parties and create critical paths and deadlines. Handle and track sales associated with above programs Exhibition Coordination

● Coordinates responses to exhibition solicitations

● Develops and maintains list of all contacts related to exhibitions projects

o Compiles and analyzes exhibition statistics

● Contribute to the production of explanatory texts for gallery exhibitions

● Gallery Exhibitions o Schedule time with facilities (must give 2 weeks notice with clear instructions)

o Schedule with facilities to Prepare gallery space oversee (spackling, painting, cleaning and gallery readiness etc)

o Arrange and oversee installation of exhibitions of 2-D and 3-D work o Provide wall labels with title medium and pricing, Exhibition price-lists, order or produce signage

o Prepare gallery exhibition program with support of Hui Marketing Coordinator, provide flyers for all gallery events

o Schedules photographers and videographers as needed o Select jurors for juried shows with assistance and input from staff

o Coordinate artist walkthroughs and talk stories of current exhibitions Artist Communication

● Manage calls and email correspondences of artists who apply or inquire about shows in a timely manner

o Notify artists regarding rejections and acceptances of submitted work

o Daily contact with artists, introducing them to exhibition opportunities

o Maintain contact with scheduled artists

● Produce separate open calls for submissions for all exhibitions as required

● Help convene and oversee Submissions, Juror, etc. Exhibition Liaison

● Host gallery receptions

● Establishing rapport and maintaining relationships with designers and collectors

● Act as liaison for each of the exhibitions.

● Make Studio visits to select specific artworks for gallery shows as directed by the Executive Director Data Management and Clerical

● Produce support materials for each exhibition from information provided by the artists

● Produce and update newsletter & website sections related to exhibition programs with support from Hui Marketing Coordinator

● Maintain database on all purchasers of artwork

● Provide information for press releases for exhibitions

● Collect contracts

● Handle and track sales associated with the programs

● Track key exhibition data for grant reporting

● Report to the Executive Director on sales compared to the budget

● Order and track supplies/expenses for Exhibitions programs Supervising

● Schedule and supervise volunteers and staff related to the exhibitionprograms

● Work with volunteers to pick up postcards mail out, and distribute, install

● Oversee timely production of Gallery Postcards and Constant Contact notification with Hui Marketing Coordinator

● Active Listening: Understanding needs of artists, staff, and partners

● Active Learning: Ability to learn new tools, system, and processes

● Coordination: Ability to align tasks and schedules across departments Art Affair

● Procurement of all artwork for silent and live auction o Fine Arts Gallery, 5x7 postage stamps, & live auction artwork

o This includes solicitation of artists and artwork, meeting all deadlines and communication with artists.

o Live Auction works need to be reviewed and approved by the Executive Director

● Coordinate photography of artwork auction items

● Submit artist commission and acknowledgement letters after event

● Oversee gallery installation

● Budget monitoring and support

● Record keeping and database management

● Inventory management

● Committee relations

● Guest support and service

● Evaluation, research and advancement

● Contribute to the production of explanatory texts for gallery exhibition Special Events

● Provide administrative support for Hui fundraising events

● Monitor special events and attend appropriate meetings of special events committee

● Provide staff support for the actual events Skills

● Clerical: Knowledge of administrative procedures, file and record management, word processing, form design, and general office systems.

● Sales and Marketing: Understanding of strategies and methods for promoting, demonstrating, and selling products or services, including sales techniques and control systems.

● Time Management: Ability to manage one's own time as well as coordinate and prioritize the time of others.

● Judgment and Decision Making: Skill in evaluating the costs, benefits, and outcomes of various options to choose the most appropriate course of action.

● Active Listening: Giving full attention to others, taking time to understand their points, asking thoughtful questions, and avoiding unnecessary interruptions.

● Active Learning: Understanding how new information impacts both current and future decision-making and problem-solving.

● Learning Strategies: Selecting and using effective instructional or training methods when learning new tasks or processes.

● Critical Thinking: Using logic and reasoning to evaluate alternative solutions, conclusions, or approaches.

● Social Perceptiveness: Awareness of others' reactions and understanding the reasons behind them.

● Writing: Communicating clearly and effectively in writing for various audiences.

● Speaking: Communicating information effectively through verbal communication.

● Coordination: Adjusting actions in response to the actions and needs of others.

● Creative and Solutions-Focused: Contributes thoughtful ideas for new programs and enhancements to existing classes. Approaches questions and challenges with a problem-solving mindset and offers practical, student-centered solutions.

Abilities

● Oral Comprehension: Ability to listen to and understand information presented verbally.

● Written Comprehension: Ability to read and understand information and ideas presented in writing.

● Written Expression: Ability to communicate ideas in writing so others can clearly understand them.

● Oral Expression: Ability to communicate ideas verbally in a way that is easily understood by others.

● Problem Sensitivity: Ability to identify when something is wrong or likely to go wrong and recognize the need for action and solutions. This represents the bulk of the job responsibilities. Miscellaneous tasks may be required to complete the Hui's mission. Hui No 'eau is a dynamic work place and task changes on a day to day basis. It is the employees' job to ask for help, prioritize tasks and to manage work load so we can be successful.

Pay: $ $28.00 per hour

Expected hours: 19.0 – 30.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $28