Senior Coordinator, Exhibitions

The New York Public Library•New York, NY

11h•Onsite

About The Position

The New York Public Library seeks a full-time Senior Coordinator to provide essential support to the Public Programs & Exhibitions (PPERL) team, with a focus on exhibitions. PPERL is responsible for programming a diverse range of temporary exhibitions and displays across the Library’s research centers, including the permanent exhibition, The Polonsky Exhibition of the New York Public Library's Treasures. The Senior Coordinator will support daily operations of the PPERL Exhibition team. A successful candidate will be creative and resourceful, demonstrate a strong work ethic, and bring reliability, attention to detail, and excellent organizational and communication skills. For more than 130 years, The New York Public Library has stood among the world's great public research libraries. Its research centers offer unparalleled opportunities for engagement through unique collections, inspiring exhibitions and public programs, and a broad range of research services. The PPERL Exhibitions team is responsible for developing, organizing, and executing all aspects of exhibitions and interpretive displays across NYPL's three research centers: the Stephen A. Schwarzman Building, the Library for the Performing Arts, and the Schomburg Center for Research and Black Culture. Exhibitions draw on the Library’s extraordinary holdings of over 56 million items and serve as a vital platform for connecting the public with Library resources and special collections.

Requirements

Bachelor’s degree
2-5 years administrative coordination experience, preferably in an exhibitions or public programs context
Demonstrated experience coordinating complex projects, managing timelines and deliverables, and proactively troubleshooting and problem-solving as needed
Extensive experience quickly and efficiently fielding a continuous, high volume of requests and queries via email, chat, and phone
Familiarity navigating complex, bureaucratic systems for procurement, contracting, vendor management, and accounts payable
Experience coordinating and tracking complex budgets and expenses
Ability to work independently and proactively move projects forward with minimal supervision in a collaborative, fast-paced team environment
Excellent organizational skills with ability to prioritize and manage multiple tasks simultaneously, remaining calm and focused in high-pressure situations
High level of judgment and discretion, especially when handling sensitive materials and data
Excellent interpersonal, oral, and written communication skills, with demonstrated ability to work with a high level of speed and accuracy
Ability to manage complex scheduling for multiple senior leaders and department staff
Ability to work with a variety of online tools and software applications, including Google Suite, Airtable, and Microsoft Office

Nice To Haves

Museum and exhibition best practices
Existing processes and procedures for exhibition development and accounting/procurement

Responsibilities

Provides administrative coordination for the PPERL department with a focus on exhibitions
Researches and prepares departmental documents, including attendance reports, patron statistics, checklist spreadsheets, and exhibition presentations
Manages complex departmental calendars and monitors project timelines, proactively sending reminders about deliverable deadlines
Organizes and schedules meetings, trainings, and site visits for the broader PPERL team
Provides high-level administrative support for the Director of Exhibitions and the Vice President of Public Programs and Exhibitions, proactively managing meeting requests across multiple locations, internal and external collaborators, and Library leadership, with a high degree of confidentiality, efficiency, and discernment
Manages and maintains a system for departmental files, including invoices for exhibition materials and services and contracts
Maintains and updates working exhibition files as needed and oversees department and exhibition archives
Maintains Exhibitions budget tracking in Airtable and other platforms, uses NYPL systems and tools such as Google Workspace, Workday, and ServiceNow
Serves as a department liaison to Purchasing, Procurement and Risk Management, Accounts Payable, Facilities and ITG regarding various requisitions
Submits and tracks documentation for vendors, payments, and contracts
Maintains departmental site on LAIR and coordinates monthly newsletter
Takes and distributes notes at departmental/interdepartmental meetings and follows up on action items as required
Manages departmental supplies
Performs other related duties as assigned