Project Manager, Exhibitions and Collections

Virginia Information Technologies Agency•Richmond, VA

3d•Onsite

About The Position

The Virginia Museum of Fine Arts (VMFA) is seeking a highly organized, proactive, and collaborative individual to join the Exhibition Planning Department as a Project Manager, Exhibitions and Collections. This role reports to the Senior Manager of Exhibition Planning and is responsible for managing assigned exhibitions, collection installations and rotations, loan-based projects, traveling exhibitions, and other initiatives. The Project Manager will independently manage their assigned projects from early planning through installation, operation, deinstallation, and closeout, with guidance and oversight from leadership. The position requires keeping complex, cross-functional projects moving forward by overseeing project scope, schedules, budgets, stakeholders, resources, risks, documentation, and communications. This includes leading meetings, identifying conflicts, following up on action items, and developing solutions for changing priorities. Success in this role demands initiative, independence, strong attention to detail, excellent follow-through, and the ability to take ownership of work. The Project Manager will interact with diverse personalities and professional disciplines, requiring comfort in leading meetings, asking questions, communicating concerns, building consensus, and maintaining productive working relationships while balancing competing priorities. The role involves close collaboration with various departments including Curatorial, Registration, Conservation, Exhibition Design & Production, Art Handling, Editing, Interpretation, Programs, Marketing, Procurement, Facilities, and Security, as well as external partners like lenders, vendors, contractors, and other institutions. Responsibilities also include maintaining project information in systems like Asana, SharePoint, and TMS; coordinating project and exhibition budgets; supporting contracts and procurement; coordinating approvals and deliverables; and providing on-site support during installation and deinstallation. Some domestic and international travel may be required.

Requirements

Demonstrated project management or project coordination experience involving multiple stakeholders, schedules, deadlines, and competing priorities.
Highly proactive and self-directed approach to work, with demonstrated ability to identify next steps, anticipate needs or risks, and move work forward with limited day-to-day supervision.
Demonstrated reliability, strong follow-through, and ability to take ownership of assignments and see projects and action items through to completion.
Strong work ethic, reliability, and demonstrated ability to take ownership of assignments and see projects and action items through to completion.
Excellent interpersonal and communication skills, including the ability to work effectively and diplomatically with individuals representing a wide range of roles, priorities, communication styles, and personalities.
Demonstrated ability to lead meetings, facilitate discussion, communicate decisions and next steps, and hold stakeholders accountable for project deliverables in a collaborative manner.
Strong judgment and problem-solving skills, including the ability to identify risks, evaluate options, adapt to changing circumstances, and escalate concerns appropriately.
Ability to work both independently and collaboratively in a fast-paced, deadline-driven, cross-functional environment.
Experience developing and managing project schedules and tracking project budgets.
Strong written communication and documentation skills.
Proficiency with standard office software and demonstrated ability to learn and effectively use project management, document management, and other technology systems.

Nice To Haves

Experience managing exhibitions, collections projects, gallery installations, or other complex projects within a museum, cultural, educational, design, construction, or similarly complex, cross-functional environment.
Knowledge of museum exhibition planning, collections care, registration, conservation, art handling, design, interpretation, or related museum workflows.
Experience coordinating project budgets, contracts, procurement activities, vendors, or consultants.
Experience working with external partner organizations, lenders, or traveling projects.
Experience with project and information management systems such as Asana, SharePoint, TMS, or comparable platforms.

Responsibilities

Manages assigned exhibitions, collection installations and rotations, loan-based projects, traveling exhibitions, and other initiatives.
Independently manages assigned projects from early planning through installation, operation, deinstallation, and closeout, with guidance and oversight from Exhibition Planning leadership.
Keeps complex, cross-functional projects moving forward.
Oversees project scope, schedules, budgets, stakeholders, resources, risks, documentation, and communications.
Leads meetings and work sessions.
Identifies potential conflicts or delays.
Follows up on decisions and action items.
Works with teams to develop practical solutions when priorities, schedules, or project needs change.
Maintains accurate project information in systems such as Asana, SharePoint, and TMS.
Coordinates project and exhibition budgets.
Supports contracts and procurement.
Coordinates approvals and deliverables.
Provides on-site support during installation and deinstallation periods.