Collections, Curatorial, and Exhibitions Assistant

Colby College•Colby, KS

About The Position

The Collections, Curatorial, and Exhibitions Assistant provides administrative, operational, and logistical support to the collections, curatorial, and exhibitions teams at the Colby College Museum of Art. This one-year temporary position supports museum project coordination, maintenance of collections and exhibition records, preparation of documentation, and day-to-day administrative processes. Reporting to the Barbara Alfond Director of Exhibitions and Publications, the assistant works closely with the Deputy Director, Senior Manager of Collections and Registration, and colleagues across Museum departments. The role supports exhibition planning, collections management, curatorial activities, and related operations. It requires strong organization, attention to detail, and the ability to manage multiple priorities collaboratively in a dynamic museum environment. The starting rate is $21 per hour.

Requirements

Bachelor's degree or an equivalent combination of education and relevant professional experience.
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, including 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 across 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, and 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.

Nice To Haves

Coursework or knowledge in art, art history, museum studies, or a related field.
Experience with museum collections management systems such as EmbARK, project tracking platforms such as Airtable, or financial systems such as Workday.

Responsibilities

Maintain and coordinate project tracking systems, workflows, schedules, and timelines for collections, curatorial, and exhibitions activities.
Prepare, distribute, track, and archive exhibition agreements, loan documents, artist and vendor contracts, and other administrative documentation using approved templates and procedures.
Process supplier payments, invoices, and related financial transactions through Workday, and assist with tracking project expenditures.
Prepare meeting agendas, materials, calendar invitations, and other resources for interdepartmental communication and coordination.
Support the coordination and documentation of artwork movements, including lender and shipping correspondence, customs documentation, loan agreements, indemnity, immunity from seizure, insurance, and conservation-related processes.
Coordinate courier travel arrangements, including itineraries, transportation, lodging, and per diem, and assist with artist travel arrangements.
Prepare, organize, and distribute materials for traveling exhibitions, including final checklists, interpretive texts, design documents, and other resources.
Create, update, and maintain object, location, and exhibition records in EmbARK according to established data standards and guidance.
Maintain exhibition checklist data in Airtable and help ensure related project information is organized and accurate.
Develop and maintain installation calendars and operational schedules in coordination with Museum management and relevant departments.
Organize and archive completed exhibition documentation and project files.
Provide administrative and documentation support for curatorial processes related to acquisition gifts, purchases, and outgoing collection loans.
Assist the curatorial team and Interim Director of Curatorial Affairs with materials and documentation for the Museum Board's Collections and Impact Committee.
Collaborate with the Curatorial Fellow and Museum colleagues on special projects and administrative initiatives.
Maintain effective working relationships with Museum staff, external vendors, lenders, and other partners to support timely and accurate coordination.