Collections and Exhibitions Coordinator

DORIS DUKE MANAGEMENT FOUNDATION•Honolulu, HI

13d•$24 - $30•Onsite

About The Position

Shangri La is seeking a Collections & Exhibitions Coordinator to advance its mission by supporting the physical integrity, documentation, and presentation of its collection. This role involves environmental monitoring, object handling, installations, exhibitions, inventories, and access activities. The Coordinator will assist with initiatives related to conservation, documentation, curation, and the management of Shangri La’s objects, spaces, and exhibitions. The position requires a flexible mindset, strong organizational skills, adaptability, and comfort working across traditional collections, archives, and digital environments in a unique setting. The successful candidate will embrace collaboration and balance high standards of collections stewardship with Shangri La’s evolving role as a dynamic center for art, culture, ideas, and public engagement.

Requirements

Bachelor’s degree in a relevant field (museum studies, art history, history, archival studies, library and information science, etc.) or a related field required.
Experience in museums, galleries, studios, archives or related collections environments required.
Strong understanding of professional standards for collections care, documentation and access, with the ability to apply those standards thoughtfully and pragmatically in support of both preservation and meaningful public engagement.
Experience managing inventories, maintaining accurate records and improving documentation or collections systems.
Experience with object installation and de-installation, including use of technical equipment and materials.
Proficiency with collections management databases and standard office tools, with the ability to learn and refine systems as institutional needs evolve; experience with The Museum System preferred.
Comfort with Microsoft Office Suite, cloud-based systems, Adobe Creative Suite and emerging technologies, including AI tools, that support efficiency and documentation.
Strong organizational, analytical and problem-solving skills, with excellent attention to detail, meticulous follow-through and the ability to manage multiple priorities and complex workflows.
Collaborative, solutions-oriented mindset with strong interpersonal, oral and written communication skills and the ability to work effectively with colleagues, partners, consultants and a diverse public.
Demonstrated ability to apply professional museum and collections standards, balancing long-term collections stewardship with Shangri La’s role as an active cultural institution that presents its collection through exhibitions, programs and public engagement both on-site and beyond its campus.
Adaptable and comfortable working in an evolving environment, with the ability to embrace change, adjust priorities and support new approaches while maintaining high professional standards.
Experience with procurement and the ability to keep matters confidential.
Ability to physically perform duties that require standing, walking and sitting for extended periods, traversing the 5-acre property with uneven terrain, navigating flights of stairs, working in storage environments, and lifting and carrying up to 40 pounds.
Flexibility to work a varying schedule, including weekends, special events and emergency situations.
Enthusiasm for innovation in collections work and a passion for making art, culture and design more accessible to the public.
Appreciation for working with an organization that is both a museum and an evolving cultural destination, where collections stewardship and public engagement are mutually reinforcing.

Nice To Haves

Knowledge of Islamic art, culture and design a plus.

Responsibilities

Coordinate the day-to-day care, handling, movement, storage and monitoring of the museum’s collections and archives, including logistics for incoming and outgoing loans and other on-site and off-site activities.
Conduct regular presentation-quality checks of gallery spaces and exhibitions, ensuring that spaces, installations, interpretive elements and environmental conditions meet organizational expectations and guidelines, communicating issues and coordinating across the Operations department to support timely resolution, as needed.
Receive, inspect, accession, catalog and document objects and archival materials.
Maintain storage areas, including rehousing and reorganizing collections as needed, creating custom packaging, flagging concerns and implementing improvements.
Install and de-install collection objects on-site and at off-site local venues, supporting exhibitions, object rotations and installations through preparation, scheduling, documentation and cross-functional coordination with staff and contractors.
Facilitate the production and printing of exhibition didactics, including wall texts, object labels, images and interactives.
Monitor environmental conditions and support preventive care, including pest management, disaster preparedness, emergency response and weekly cleaning of selected collections items under the guidance of the Conservator.
Coordinate approved access to galleries, collections spaces and off-site storage facilities for staff, consultants, contractors, members of the media and other authorized users, including supporting internal access for research, interpretation, tours and education.
Support initiatives that document collections and exhibitions, including digitization, photography, rights and reproductions records, permissions, artifact conditions, use requests and related workflows, ensuring that such activities meet organizational standards, policies and procedures.
Coordinate procurement of equipment, materials and supplies approved for purchase by members of the Collections department.
Track timelines, dependencies, materials and follow-up for exhibitions, rotations, loans, inventories and access-related projects, coordinating activities across departments and external vendors as needed.
Support the stewardship of Shangri La’s collections by serving as registrar to maintain accurate museum records, managing logistics across the collections’ life cycle.
Generate custom reports and administer the collections database in alignment with curatorial priorities, foundation policies and museum practices.
Support digital and physical inventories, audits, location control and ongoing organization of collections spaces and records.
Improve documentation workflows, support data quality and assist with reporting needs across DDF.
Perform other work, including special projects, as assigned.