The Gallery wishes to recruit an Exhibitions and Collection Services Coordinator for the Exhibitions & Collection Services Department on an 18-month fixed-term contract. This role is expected to support the Head of Exhibitions and Collection Services by liaising with curators, registrars and other departments to facilitate the exhibition process, from initial concept to installation.
Key Responsibilities
Support the Head of Exhibitions and Collection Services across multiple national and international exhibition projects to deliver to schedule, budget and standard, on site at the National Gallery and at partner venues.
Work cross departmentally to assist in planning and managing the delivery of collection programmes at the NGI on and offsite.
Manage external curator(s) and work closely with the internal curatorial team to deliver collaborative exhibitions.
Manage exhibitions and displays (particularly in-focus and medium size exhibitions), manage the project’s critical path, draw up schedules and establish and monitor key milestones and deadlines.
Act as main point of contact for these projects, chair meetings and ensure action points are met.
Assist the Project Manager – Exhibition Design with the development of the exhibition identity, design, audio guide and curatorial texts.
Work closely with the Art Handling and Loans Manager in relation to courier coordination (including the preparation of courier itineraries, booking hotels and arranging per diems).
Work closely with the Registrar team in relation to collection projects and works travelling offsite for touring.
Build positive relations with the internal project team and external stakeholders such as partners and external curators, working with diplomacy and discretion at all times.
Manage all loan lists for assigned projects, work closely with the relevant curator, report regularly on the status of loan requests to key stakeholders.
Act as the main point of contact for lenders, administer loan requests, manage loan agreements and ensure that all conditions of loan are met throughout the loan period.
Ensure accurate and detailed exhibition & loan information is recorded on the Collection Management System and that exhibition & loan files (paper & digital) are created and maintained for each project.
Monitor the condition of exhibition galleries and displays, ensuring that they are maintained throughout the exhibition, taking any corrective action necessary.
Develop, compile, update and circulate exhibition lists, exhibition statistics and project information for various different purposes and users.
Closely monitor costs and ensure the project remains within budget.
Ensure purchase orders are raised and follow up on invoices.
Co‑ordinate project debriefs and evaluations.
Supervise the loading and unloading of artworks if required (this may be out of hours).
Ensure compliance with health and safety requirements as set out in the NGI Safety Statement.
Upon successful completion of courier training, undertake courier duties in Ireland and abroad if required.
Assume other duties appropriate to the post as assigned by the Head of Exhibitions & Collection Services.
Qualifications
A third level qualification in art history, museum studies/arts administration or related topic.
Previous work experience project managing exhibitions from start to finish in a similar environment.
Excellent organisational, administrative and project management skills with an ability to multi-task.
Excellent communication and interpersonal skills including the ability to deal diplomatically with a wide range of people at varying levels inside and outside the Gallery.
The ability to remain calm and deal courteously with people whilst working under pressure.
Excellent time‑management skills with the ability to prioritise a heavy workload often to multiple demanding deadlines.
A proven ability to make good judgment and appropriate decisions under pressure.
Self‑motivation with a pro‑active can‑do attitude and a flexible approach to problem solving.
Previous experience with TMS or a comparable Collection Management System.
Good knowledge of budget control.
An ability and willingness to travel and to attend out‑of‑hours functions, as required to meet the Gallery’s objectives.
Excellent IT skills, including Word, Excel and PowerPoint.
Commitment and interest in the Gallery & museum sector.
Knowledge of one or more European language (desirable).
Conditions of Employment
This job description is a guide to broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It may be subject to review in view of new structures and/or the changing needs of the Gallery. All employees are required to be compliant with NGI screening and Garda Vetting procedures. The post will be subject to a satisfactory medical check and successful completion of a satisfactory probationary period. Applicants must be fluent in English and be eligible to work in Ireland.
Citizenship Requirements
A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or
A citizen of the United Kingdom (UK); or
A citizen of Switzerland, pursuant to the agreement between the EU and Switzerland on the free movement of persons; or
A non‑EEA citizen who has a Stamp 4 permission or a Stamp 5 permission.
To qualify candidates must be eligible by the date of any job offer.
Salary and Benefits
The salary will be in accordance with the Executive Officer (EO) series, ranging from €38,419 to €62,601, based on points.
The starting salary will be at the first point on the scale, €38,419 per annum, or at a higher point for candidates with an existing public sector role (Circular 08/2019).
Annual leave: 23 days pro rata.
Placed on the public sector pension scheme.
Fixed‑term contract of 18 months.
Full time, 5 days a week – 35 hours per week (net of breaks). Occasional out‑of‑hours, including weekends, may be required.
Benefits include employee discount in the Gallery Shop, free exhibition tickets (up to four to share), corporate membership rate at TCD Sport, reduced‑cost annual flu vaccination, cycle‑to‑work scheme and tax‑saver scheme.
The National Gallery of Ireland is an equal opportunities employer.
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