Job Description Department: Museum Exhibitions and Publications Pay Rate Type: Hourly Employee Type: Job Summary: 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 the coordination of museum projects, maintenance of collections and exhibition records, preparation of documentation, and management of day-to-day administrative processes that contribute to the successful operation of the Museum. Reporting to the Barbara Alfond Director of Exhibitions and Publications, the position works closely with the Deputy Director, Senior Manager of Collections and Registration, and colleagues across Museum departments to support exhibition planning, collections management, curatorial activities, and related operational needs. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while working collaboratively in a dynamic museum environment. The starting rate for this position is $21 per hour. Essential Functions To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed. Administrative and Operational Support Maintain and coordinate project tracking systems, workflows, schedules, and timelines to support collections, curatorial, and exhibitions activities. Prepare, distribute, track, and archive exhibition agreements, loan documents, artist and vendor contracts, and other administrative documentation using established templates and procedures approved by Museum leadership and the Office of General Counsel. Process supplier payments, invoices, and related financial transactions through Workday and assist with tracking expenditures associated with exhibitions and collections projects. Prepare meeting agendas, materials, calendar invitations, and other administrative resources to support interdepartmental communication and coordination. Collections and Exhibitions Coordination Support the coordination and documentation of artwork movements in consultation with the Senior Registrar for Exhibitions and Loans, 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 in collaboration with the Curatorial Fellow. Prepare, organize, and distribute materials for traveling exhibitions, including final checklists, interpretive texts, design documents, and other exhibition resources. Create, update, and maintain object, location, and exhibition records in EmbARK in accordance with established data standards and guidance from the Senior Manager of Collections and Registration and Digital Systems Manager. Maintain exhibition checklist data in Airtable and assist with the organization and accuracy of related project information. 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 in collaboration with the Curatorial Fellow and other Museum colleagues. Curatorial and Cross-Departmental Support Provide administrative and documentation support for curatorial processes associated with acquisition gifts, purchases, and outgoing collection loans. Assist the curatorial team and Interim Director of Curatorial Affairs in preparing materials and documentation for the Museum Board's Collections and Impact Committee. Collaborate with the Curatorial Fellow and other Museum colleagues on special projects and administrative initiatives as needed. Maintain effective working relationships with Museum staff, external vendors, lenders, and other partners to support timely and accurate coordination of collections, curatorial, and exhibitions activities. Position Qualifications Education and Experience Bachelor's degree or an equivalent combination of education and relevant professional experience; coursework or knowledge in art, art history, museum studies, or a related field preferred but not required. 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, with 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 with colleagues across multiple 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, with the 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. Experience with museum collections management systems, such as EmbARK, project tracking platforms such as Airtable, or financial systems such as Workday preferred. Physical/Mental Demands The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. To perform this role effectively, an employee is expected to handle employee information, documents, and sensitive matters with care, professionalism, and respect for privacy. This position involves working with a variety of timelines, including some that require quick turnaround and responsiveness to urgent needs. In this role, the employee will interact with members of the public and others in a variety of situations and conversations. Presenting oneself in a professional, respectful, and thoughtful manner at all times is an important part of the role. This position includes regular movement throughout office spaces, hallways, meeting rooms, and other campus locations. Daily work will involve extended use of a computer, including keyboard and mouse Physical requirements differ by position. In general, most roles involve lifting up to 10 pounds regularly, with some positions requiring occasional lifting of up to 35 pounds. Vision requirements for this position include the ability to see clearly at close and far distances and to adjust focus as needed. The work environment is dynamic and engaging, often involving multiple tasks and projects that require shifting focus and strong organizational skills.. The noise level is generally moderate; however, there may be occasional moments of louder sounds depending on campus activity. Colby College supports the Americans with Disabilities Act and is committed to providing reasonable accommodations to enable individuals with disabilities to perform the essential functions of the position. To Apply: Interested candidates should apply electronically by clicking the “Apply Now” button on the Colby College website. Please upload a cover letter and resume to your application. Founded in 1813, Colby is one of America’s most selective colleges. Serving only undergraduates, Colby’s rigorous academic program is rooted in deep exploration of ideas and close interaction with world-class faculty scholars. Students pursue intellectual passions, choosing among 58 majors or developing their own. Independent and collaborative research, study abroad, and internships offer robust opportunities to prepare students for postgraduate success. Colby is home to a community of more than 2,200 dedicated and diverse students from around the globe. Its Maine location provides easy access to world-class research institutions and civic engagement experiences. In a period of fast-paced progress, Colby is building on its strong foundation while remaining committed to excellence, to supporting students and faculty at the highest levels, and to the College’s deep liberal arts traditions. This new chapter includes the creation of innovative academic initiatives and partnerships, strengthening the connections between the liberal arts and the professional world, revitalizing downtown Waterville, and pursuing significant capital projects for performing arts and athletics. For more information about the College, please visit our web site: www.colby.edu.

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